Officer- Documentation

Job Description

Key AccountabilitiesOn receipt of approved Credit Application (Conventional & Islamic), check the supporting documents i.e. constitutional/mandate received from Business Units to ensure they are complete in all respects and in order, such as Trade Licences; Passport copies; Memorandum & Articles of Association - power to borrow; to mortgage ; to extend third party guarantees; power of attorney, etc. Incomplete documents to be requested and obtained from the business Units.Review changes to limit structures/security/covenants conditions etc. for purpose of preparing Facility Offer Letters/Agreements and other related security documents.Prepare Facility Offer Letter/Loan Agreement and forward the draft to the concerned Relationship Manager for confirmation (if required).Upon receiving confirmation of draft Facility Letter from the Business Unit (if required), prepare/type the final Facility Letter and other related security documents together with a documents check list and forward the final documents package to Manager - Documentation for final review and sign off.Other AccountabilitiesMaintain a record to track the movement of Facility documents from the time of receiving the Credit Application till final despatch of the Facility Letter and related documents to the Business Unit. Start to end process to be managed and exercised strictly in terms of agreed SLAs.Prepare security Lodgement Forms for documents received from Business Units, complete the Lodgement Forms with all relevant details of security documents received to be lodged in safe custody. Forward the Lodgement form to Operations Control Unit, Masafi, duly counter signed by either Senior Officer - Documentation or Manager - Documentation, for lodgement of the original security documents in safe custody. Maintain a record of all Document Lodgement Forms sent to Operations Control Unit and follow up acknowledgement of the Security Lodgement form by Operations Control Unit, Masafi.Assist Manager - Documentation to update and maintain the Documentation Deficiency report which includes the Pending Activation & Deferrals and follow up with the Business Units on documentation issues which are overdue. Ensure daily MIS tracker is being updated.Sign and send intimation letter to guarantors at time of limit activation.Attend to requests from Business Units on issues related to Limit Activation, Interest/tariff maintenance, release of Security documents, etc. in liaison with Operations Control Unit, Masafi.Maintain Mail Register to accurately record all inward/outward mail received from Business Units.Ensure strict compliance with turn-around times stipulated in Service Level Agreements.Assist colleagues within the department when needed.Scan documents in EDMS.Update documents in CMS.Job ContextAttend to additional tasks/projects as and when required/assigned by Manager - Documentation and Senior Manager - Documentation.Frameworks, Boundaries & Decision Making AuthoritThe job holder is required to operate within procedures laid down for the department and seek guidance of Manager - Documentation and Senior Manager - Documentation on all issues related to documentation and department functions.RequirementsEducationBachelors Degree related to a business field such as accounting or economics is requiredExperience and SkillsProfessional QualificationsMBA/Banking Diploma would be preferred.Work ExperienceMinimum of 3-4 years of banking experience with sound knowledge in credit administration and documentation. Work experience with other departments (Operations and Trade Finance) is an advantage.Behavioural CompetenciesChange and Innovation - ProficientCommunication - ProficientDocumentation Administration-ProficientDocumentation/Transaction Advice-ProficientDocumentation/Transaction Processing and Control-ProficientEvaluating and Solving Challenges - ProficientGovernance, Compliance and Audit-ProficientProcess Re engineering-ProficientResults Orientation - ProficientService Excellence-ProficientWorking and collaborating with others - ProficientTechnical Competencies

Keyskills :
Officer- Documentation