Global Bank Account Administrator  

Authority/mandate
The opening and closing of bank accounts require formal authority by way of a resolution by the board in the entity that is the account holder or in need of opening an account.

• Obtain a board resolution; and power of attorney, which together forms the basis for the bank to open or close an account.

Opening of bank accounts

• Ensure the internal form for opening bank accounts is completed, signed and archived
• Receive from the bank the instructions as to what information the bank requires and the forms they require be completed.
• Complete the forms, obtain the signatures of the forms in accordance with the power of attorney, archive and send the forms to the bank.
• Ensure the internal form listing individuals that shall have preparer or approver rights is completed, signed and archived.
• The correspondence with the bank should be archived, including all forms and appendices (except for passport copies) in the designated storage area for bank administration electronically (and physically if relevant). Passport copies are to be handled in accordance with Hoegh Evi’s GDPR procedure.
• Update the” Hoegh Evi Bank Account Overview” with the new bank account; and
• Establish the new bank account in the online banking solution, including the preparer and approver rights.

Closing of bank accounts

• Ensure the internal form for closing of bank accounts is completed, signed and archived
• Receive from the bank the instructions as to what the bank requires, and which forms they require be completed.
• Complete the forms and obtain the signatures of the forms in accordance with the power of attorney.
• File the signed forms and provide the requested documentation with the bank.
• Remove the bank account in the online banking solution, including the preparer and approver rights.
• Collect the bank log-in token, if relevant.

Managing signatures (preparer and approver)

• Ensure the internal form is completed and in line with segregation of duty principle, signed and archived.
• Make the changes in the online bank in a timely manner.
• Update the “HLNG Bank account overview”

If the request is regarding a new user, the Bank Administrator shall also:

• Provide the bank with the documents as requested by the bank.
• Order log-in token from the bank.

If the request is regarding removing a user, it is critical that the accesses are removed on an urgent basis. The Bank Administrator shall also collect their log-in token and remove user from the online bank.

Perform semi-annual and annual review of bank account overview

• The Bank Administrator is responsible to perform a semi-annual and annual review of signature rights to ensure that the overview and the online banking are identical by efficiently communicating with banks world-wide to get information required to perform the internal control and any control requested by auditors; and
• The review shall be made in writing with the bank account overview and actual signature rights to be extracted from online banking (or received manually from the bank, if applicable) and IT-systems (IFS), and reconciled to the “Hoegh Evi Bank account overview”;
• Present the review to SVP Finance and obtain confirmation that (i) the review has been performed, and (ii) no further action is required, alternatively (iii) to undertake changes as instructed by SVP Finance and to provide a new overview, to be approved by SVP Finance.

Review and present controls with internal and external auditors

• Bachelor’s degree in Accountancy or in any related field
• At least 4-5 years of related work experience
• Proficient in MS Excel
• Diligent and attention to details

The opening and closing of bank accounts require attention to details and maintenance of systems that enable Hoegh Evi to comply with its internal controls, including each entity’s bank account/online agreements with each bank and the mandate/authority granted from each entity. Further, the job holder must keep an overview of administrator rights and users with preparer and approver rights and bank log-in tokens, with a responsibility of ensuring that a segregation of duties is maintained. The job holder must also file the correspondence, including documentation provided, with the banks.

Minimum Qualifications:

• Structured
• Possesses energy and drive
• Has a solution-oriented attitude
• Team-player but also demonstrates the ability to work independently
• Works efficiently and achieves results on time
• Possesses excellent communication skills
• Adapts and functions in diverse situations with diverse business cultures on all continents
• Identifies with Hoegh Evi’s values (and leadership principles when applicable)