Job Purpose - Safeguarding Bank’s interest by ensuring adequate legally binding credit facility and security documents are in place in line with applicable policies, procedures, and standard legal requirements / guidelines.
- Ensure all activities of the documentation function are accomplished accurately and in a timely manner.
- Ensure that all documents have been reviewed and found in order, and enforceable as per the laws of the country.
- Ensure that all risks & controls pertaining to the documentation function are identified in the RCSA and kept up to date.
- Provide guidance and training to the team members as and when required.
- Ensure the unit’s standard operating procedures are aligning with the Bank’s and regulatory policy guidelines and ensure strict adherence.
- Support the Bank’s process reengineering and digitization initiatives.
- Ensure all management information / reports that are required on a periodic and need basis are produced in a timely manner.
Key Result Areas
- Perform as a checker for all documentation unit activities.
- Responsible to manage the resources available for accomplishment of various tasks in the department effectively and efficiently.
- Plan, develop and execute the related improvements in the assigned areas, coordinate and allocate resources with regards to special projects as and when warranted.
- Review the current process and initiate for further improvement, if requires, via automation.
- Ensure that all terms and conditions stipulated in the Credit approval have been duly complied with and incorporated in the relevant Facility Agreements.
- Ensure that all securities / insurance policies have been obtained prior to releasing limits. If not, obtain specific waiver / deferral as mentioned in the Policy & Procedure manuals and monitor for resolution effectively.
- Ensure that all documents are physically checked/reviewed, and the Documentation Checklist have been signed-off/verified prior to release the limit.
- Ensure that all physical facility/security documents where facilities are disbursed held in safe custody.
- To sign-off physically as authorized signatory on facility agreements whilst ensuring that all terms and conditions and commitment are properly reflected in the document.
- Ensure that annual physical documentation review is done in time. Also, whenever accounts are downgraded, existing documentation are reviewed by the legal immediately.
- Ensure that all exceptions related to documentation have been captured in internal MIS and monitor until the resolution.
- Ensure that MBO and KPI of staff members are done in time in order to achieve the corporate objectives.
- Monitor & ensure perfection of pledge, lien and mortgage of customer assets and to ensure periodic valuation of such assets.
- Provide necessary advice and support to the stakeholders on documentation issues and liaise with Legal Dept. on legal issues when required.
- Validation translated customized facility conditions to Arabic language
- Ensure that job rotation and back-up plan is in place which is essential to enhance staff moral & motivation.
- Ensure that effective & accurate control is in place on Safe keeping of documents.
- Ensure to maintain audit rating as “Satisfactory”.
- Ensure that RCSA is up to date and testing is duly completed as per guidelines.
- Accurately translate customized facility conditions to Arabic language.
- Ensure proper and timely implementation of recommendations of Credit Review/ Audit Department and address and deficiencies brought out in the audit process to remedy matters and follow-up till regularization.
- Represent the Manager – Corporate Documentation in his / her absence on matters pertaining to the documentation process / function.
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