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Client Documentation Specialist (M/F)
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COO_Client Documentation

Client Documentation Specialist (M/F)


You will join UBP Wealth Management subsidiary in Luxembourg : Union Bancaire Privée (Europe) S.A which is the European hub office for the Group in the EU.


As part of the Client Documentation Department, the Client Documentation Specialist is a key individual to ensure the quality and the accuracy of the client’s data at any stage of the banking relationship .


The Client Documentation Specialist will be acting as the coordinator and central point of contact for any matters related to the Client Documentation scope of responsibilities, including for the branches abroad.

Main responsabilities

1. Day to day business:

Review the documentation received from the clients for an account opening, a change in circumstances on an existing account or an account closing and verify that it complies with the local and international regulations (e.g. CDB20, Common Reporting Standards (CRS) and FATCA/QI rules) and the Bank’s directives and procedures from (i) a formal point of view (e.g. the correct version of the document is signed, all the required fields have been completed) and (ii) that the information is consistent across the documents provided by the clients (IDs, corporate documents, bank’s forms, etc…).

Verify, depending on the client’s situation (type of structure, different ownership layers country of residence/incorporation), that the relevant set of documents has been provided (e.g. appropriate CDB form and corporate documents depending on the structure,  relevant W forms for US tax purposes, CRS self-certification, …).

Verify that the information entered in the Bank’s systems by the Front Office is complete according to the documentation signed.

Perform 4 eyes controls and regular internal controls to ensure respect of the procedures.

Ensure a good quality of service by providing an accurate feedback to the Front Office on any error, missing document and answering in a timely manner to any query related to his/her mission and duties.

2. Coordination and central point of contact

Build a bridge and create synergy within the Client Documentation department and other key players (Legal, Compliance, IT…), create/maintain an efficient flow of communication that ensures all remain aware of important information and that it is consistent.

Act as a business partner by bringing his/her expertise and the relevant support and input to the other departments of the bank (Front Office, Compliance, Legal…) when required (on a complex situation, on the implementation of new regulations or bank’s decisions, new projects).

Coordinate efforts to help a smooth flow in the processes and always seek for improvements.

Facilitate problem solving and collaboration.

Create an environment oriented to trust, open communication, and cohesive team effort.

3. Projects and Change management

Be up to date on any changes in the regulations, perform the assessment for internal changes, communicate with the relevant departments involved and to the team, implement them or launch projects, requests to IT as needed.

Participate in any project impacting the team, either required by a new regulation or initiated by the Bank, hence participate to workshops, meetings, upon the management delegation (for defining the business requirements, performing the testings, and any other required tasks).

Involve the other team members as required.

Participate in the change management within the team by communicating proactively on the various projects and accompany the team in the change.

Make sure that the procedures and processes are updated accordingly and communicated to all stakeholders (Client Documentation teams within the different branches or the Client Care Centers).


  • Education: Bachelor Degree
  • Certification: Bachelor Degree in Law, Finance, Banking
  • Technical skills: Strong knowledge of regulatory environment in Luxembourg, especially applicable to the banking secto
  • IT Tools: Advanced knowledge in general with software tools.


  • Years of experience: 3-7 : intermediate
  • Experience required: 3-5 years of experience in AML/KYC/CTF activities within Private Banking and Financial Services.
  • Experience in private banking: Mandatory


  • French: Fluent
  • English: Fluent
  • Other: Advanced (Italian, Danish, Swedish)

Personal skills

  • Swiss resident: N/A

- Ability to efficiently manage priorities. - Maintain quality standards despite schedule pressures. - High sense of discretion and confidentiality. - Customer and result oriented. - Solid organization and time management skills. - Proactive and reactive. - Stress Resilient. - Problem Solving and Analytical mindset. - Multitasking attitude. - Attention to Detail.

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e-Recruitment Portal – Guidelines for handling personal data supplied by applicants

This online recruitment system (hereinafter, ‘e-Recruitment Portal’ or ‘Portal’) is used by the Geneva headquarters of Union Bancaire Privée, UBP SA (hereinafter, ‘UBP’) in accordance with Swiss law, in particular with regard to data protection, and with the principles below. The e-Recruitment Portal allows any person (hereinafter, ‘Applicant’), excluding recruitment consultants and headhunters, to submit either an application for a vacancy listed on the Portal or an unsolicited application.

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