The incumbent is responsible and accountable for overseeing and management of the full function of Collateral within the Regional Hub in collaboration with the branches within the Region. This includes the • Preparation and Verification • Capturing and Disbursements • Instruments and Guarantees • Maintenance, Insurance and Custodians

PRIMARY RESPONSIBALITIES OF THIS POSITION:

1. Preparations and Verifications

Upon receipt of credit approval for any facility and collateral security documents and all supporting documents, review the documents for accuracy and completeness, which includes:

• what type of facility and collateral security documents should be completed, was obtained from the Bank’s system and overall accountable for the effective and efficient drafting/completion of applicable facility and collateral documents
• Creation of facility and collateral security documents where there are no standard documents available on Kwathela (complex facilities / collateral securities)
• Ensuring that the calculations reflect the same on the documents as per the calculation sheet and payment structure and approval conditions (amount, rate, term, special conditions, etc.) are reflected correctly on the facility documents
• Ensure that approval conditions on facility and collateral security are adhered to
• Ensure that all facility and collateral security documents are duly signed by all parties (i.e. client, bank and witnesses)
• Administration and Safekeeping of all facility and collateral documents while in progress
• Preparation of amendments to loan documents when approval is obtained for rate changes, etc.
• Send the request for Power of Attorney to Attorneys, once received from the Attorneys, documents will be sent to the Branch to obtain client signature
• Instruction to register Bond, request to annotate cessions (RCLP & RCFP) is prepared and sent to Attorneys and / or Life Assurance Company and / or Fire Insurance Company
• When the Bond registers, authorization is granted by Verifications for loans to be disbursed and or limits loaded by Capturing
• A Collateral Security file is made and Documents are kept in the “Overnight Vault” with follow up card
• Timeous handling of all queries and instructions applicable to the segment
• Effective control, monitoring and reporting with regard to the segment (i.e. daily, weekly, monthly)

1. Capturing and Disbursements

Upon receipt of credit approval for any facility and collateral security documents and all supporting documents, review the documents for accuracy and completeness, which includes:

• Establishing what type of facility and collateral security should be loaded on ECM
• Responsible for calculations of payment structures

• Capturing of facility and collateral security on Bank system
• Recovery of costs, fees and charges related facility and collateral securities
• Timeous handling of all related queries and instructions related to the segment
• Maintenance of Rate Changes and Amendments on payment dates and debit orders
• Deferments on Loan Facilities, Extensions on Overdraft Facilities and Capital Reductions on Loan Facilities
• Escrow (Short-Term and Long-Term Payments)
• Credit Life Insurance (CLI) – calculations, fees and charges
• Effective control, monitoring and reporting on all system generated reports in the segment (i.e. Daily, Weekly, Monthly)
• Overall data quality of facilities and collateral securities captured on the Bank’s system
• Ensure that disbursements are made accurately
• Ensure that costs, fees and charges are recovered/charged correctly
• Ensure that data quality is of a high standard, that the approval, documents on file and the system reflect the same information.
• Cost recovery to Attorneys
• Re-Advances on Home Loans
• Select Bond Withdrawals
• Early Settlements on loan facilities
• Verifying Relationships / Linking of Accounts captured on Phoenix

1. Instruments

Upon receipt of credit approval for any facility and collateral security documents and all supporting documents, review the documents for accuracy and completeness, which includes:

• Establish what type of instrument should be completed
• Overall accountable for the effective and efficient drafting of applicable instrument documents
• Creation of Instruments where there are no standard instruments available on Kwathela (complex instruments)
• Capturing of instruments on the Bank’s system
• Recovery of costs, fees and charges related to instruments
• Timeous handling of all Instrument related queries and instructions
• Timeous verifying and execution of Instrument claims
• Administration and Safekeeping of all Instrument documents
• Reconciliation of active Instruments on a monthly basis
• Effective control, monitoring and reporting regarding instruments in the Bank’s book
• Overall data quality of Instrument documents and capturing
• Custodians of all Instrument related documents on Kwathela (amending documents, replacement of documents, loading of documents, etc.)

1. Maintenance, Insurances & Custodians

Upon receipt of credit approval for any facility and collateral security documents and all supporting documents, review the documents for accuracy and completeness, which includes: 

• Responsible for and oversees the rendering of advice on all matters pertaining to and the administration of the perfection of collateral securities
• Perusing collateral security files: Follow-up Cards - Maintenance is the final point of call for collateral security files before being dispatched to storage, hence files for advances where funds have been disbursed while all collateral securities per Section 7 or Section 3 (collateral securities) are not in legal order, accompanied by relevant approval and follow-up card, are handed to Maintenance to ensure follow-up and perfection of collateral securities with least possible delay and prior to dispatching to storage
• Exception Reports & Groups: Groups currently forming part of the CCD Portfolio and Top 100 Largest Exposures Report will be perused and followed up by Maintenance until further notice
• Safe keeping of collateral documents: All collateral security files and collateral documents in temporary custody of Maintenance will be stored in an adequate fire proof vault, under dual control (maker / checker) and treated with utmost care until dispatching to storage
• Handling of collateral documents: All collateral documents will be kept in temporary custody for the shortest possible period and only for as long as it takes for collateral securities to be brought in legal order
• Noting / Cancellation / Amendments and Periodic Confirmation of Cessions: All noting / cancellations of and amendments to cessions at other institutions, as well as periodic confirmations of status and enforceability of cessions at other institutions will resort under Maintenance; All death claims where the Bank’s cession is registered against a policy will also be administered from claim stage to disbursement stage by Maintenance
• Diarizing of Insurance Cover Notes and Portfolios: Maintenance will ensure the implementation of and adherence to an effective diary system in order to ensure timeous follow-up of periodic confirmations of all insurance cover notes and portfolios in order to ensure that the Bank’s assets are still insured for sufficient amounts, and ensure that the values are accurately reflected on credit applications, Phoenix and collateral security files
• Physical Deeds: Maintenance will ensure physical deeds are dispatched to the Bank’s attorneys where cancellations or amendments are required, and that physical deeds are submitted by Branches / received back from the Bank’s attorneys; Maintenance will ensure that information from deeds is accurately reflected on credit applications, Phoenix and collateral security files; Maintenance will exercise utmost care when handling physical deeds and ensure that all deeds are dispatched to storage without delay
• Confirmation of Collateral Securities on Credit Applications: Maintenance will be the first point of call for all draft applications for credit, in order to confirm that collateral securities held by the Bank are accurately reflected on credit applications, Phoenix and collateral security files, and in order to provide checklists (to be obtained from Capturing Team) to Branch Credit Team where new collateral securities are tendered
• Contol, Monitor and Tracking of system generated reports 

KEY PERFORMANCE AREAS (KPA’s):

1.      Customer Focus / Client Relationship

• Ensures that internal and external client relationships are effectively managed and delivery of service to internal and external clients takes place in line with the deliverables agreed in the Service Level Agreements (SLA’s)
• Ensure that internal and external customer enquiries are handled in a prompt and professional manner
• Provide internal and external customers with accurate information about the Bank’s products and Services
• Identify Improvement areas for operational effectiveness and efficiencies in the region and analyze trends and competitive environments 

2.      Financial Administration and Management 

• Planning, management, execution and monitoring of the Region’s budget (i.e. stay within the prescribed budgets for expenditure and achieve income targets as per revenue budget)
• Ensure that there is no revenue leakage
• Ensure that all prescribed costs, fees and charges are executed as per the prescribed set guidelines, policies and procedures
• Develop forecasts, financial targets and business plans for the branches within the relevant cluster and the Region as a whole

3.      Sales Focus

• Assist in identifying cross-selling opportunities and to refer such opportunities and leads to the relevant Branches/Regions
• Assist in developing and reinforcing a sales culture in the Bank
• Assist in identifying potential growth areas for the Bank and analyze trends and competitive environment
• Provide accurate information about the Bank’s Products and Services

4.      People Management

• Co-operation with fellow colleagues
• Coaching and mentoring
• Contribute to the effectively execution of the Region’s plans and conduct on the job

      Trainings to ensure that sufficient expertise is available to perform the job

• Develop and reinforce a performance culture in the region
• Creates understanding, ongoing awareness and monitors compliance with all Human

      Resources and other related policies

• Provide management and leadership capabilities within the Region
• Ensure that the right people are placed in the right positions, in order to reduce workload, overtime and staff turnover
• Effectively plan and conduct formal and on the job trainings to ensure that sufficient expertise is available to perform the job
• Sufficient knowledge of staff and their duties to do effective evaluation in accordance the Banks guidelines
• Responsible for performance and talent management in the area of responsibility 

5.      Risk, Compliance & Governance

• Compliance with Regulatory Bodies (i.e. Bank of Namibia, Bankers Association of Namibia, Namfisa, etc.) and any governmental Rules, Acts and Regulations (i.e. Anti-Money Laundering, Due Diligence, Sanctions, etc)
• Mitigate Risk and Legal Implications to the Bank
• Compliance with the Bank’s Policies, Processes, Procedures and Circulars

• Ongoing review of the Bank’s Policies, Processes, Procedures and Systems to improve effectiveness and efficiency to enhance service delivery and mitigate risk
• Knowledge of the Code of Banking Practice
• Develop and reinforce an effective Risk Culture (Risk Culture Building: Think differently, Get the whole picture, Build a Risk Intelligence System and Every Capricorn Citizen is a Risk Manager).
• Skills in analyzing and evaluating risk
• Implementing controls and reports to monitor and mitigate risk
• Compliance with the Uniform Rules for Demand Guarantees (URDG – No. 758, 2010 Revision)
• Compliance with the Uniform Customs and Practice for Documentary Credits (UCP – No. 600, 2007 Revision) 

6.      Conduct and own development 

• Be an ambassador of the Capricorn Way and Capricorn Brand (Strong sense of good ethics and values)
• Must be able to operate independently on a high level
• Responsible for own performance, self-development and talent management.

• Be a Connector of Positive Change (adaptability and change management)
• Abide by and uphold the Bank’s Code of Conduct regarding: Professionalism, Commitment, Reliability, Confidentiality, Brand Loyalty, Behaviour in public discipline, etc

7.      General

• Assist in other roles and segments when employees are on leave or during peak times
• Willing to perform any other reasonable and lawful instruction and/or duties given by supervisor or manager
• Doing research on subject matter and review documentation, processes and procedures to lead in the competitive market

8.      Core Competencies

• Integrity
• Committed
• Detail orientated and quality conscious
• Ability to work well under pressure
• Customer Focus and centricity - deliver results and meet customer expectations
• Good communication skills (both verbally and in writing)
• Work well in a Team

• Planning, organizing, and Intrapreneurial and Commercial Thinking

• and executing skills
• Self-Starter, take initiative and be proactive
• Reliability and accountability

• Assertiveness, Persuading and Influencing

• Interpersonal Sensitivity and Interpersonal relationship skills
• Take accountability for your work

• Leadership skills
• Problem Solving and Analytical skills
• Relating and Networking
• Leading and deciding
• Enterprising and Performing
• Relating and Reporting
• Strong learning ability and adaptability, good analytical and logical thinking ability