KEY PERFORMANCE AREAS (KPAS)

 

1.    Account recording

•    Ensure that there are very seldom delays or incorrect entering of information into the registers provided for new accounts and accounts written off. 
•    Ensure that the information entered into the register correspond to the Phoenix system.
•    Responsible for always keeping registers up-to-date and correct as requested by Manager. 
•    Responsible for the weekly reviewing (monitoring) of daily balances of the department, for specified accounts which include the following, but not limited to:
i.    Returned Items – ensure that there are no outstanding items and follow up for reasons if there are such items.
ii.    Rejected Debits and Credits on Cheque Accounts – ensure that there are no outstanding items and follow up for reasons if there are such items.
iii.    Interdepartmental Corrections – ensure that department clears this account on a daily basis and follow up if there are outstanding items.
iv.    Remittances in Transit – ensure that there are no outstanding items and follow up for reasons if there are such items.
v.    Any other general ledger accounts identified as by management.
vi.    Report any irregularities to management.
•    Responsible for the monthly reviewing of all related General Ledger accounts as per General Ledger Maintenance Policy, which includes the following:
i.    Ensure that reconciliations are submitted within the time period given to department. 
ii.    Ensure that all reconciliations are completed as requested, which should includes the following:
•    The Trial Balance.
•    Checklist.
•    Signature Sheet.
•    All accounts as per Trial Balance.
•    All proof documentation and statements as requested.

iii.    Verify that all account balances according to the Office Account and General Ledger Account Checklist agrees with the relevant Department Trial Balance.
iv.    Verify whether items recorded on all reconciliations make up the balance of open items to be submitted.
v.    Verify the correction date of transactions recorded on reconciliations to the correction posted in Phoenix.
vi.    Verify the information recorded on reconciliations, e.g. Recon date, Account name, account number, adequate signatures, etc.
vii.    Ensure correct and timeous submission of reconciled items and recommend possible write offs to the relevant management.
viii.    Ensure correct and timeous reconciliations and reports and ensure all documents submitted by department.

 

2.    Office accounts management

 

•    Ensure that office accounts and general ledgers are followed-up daily or monthly according to prescriptions and that they are balanced.
•    Ensure that reconciliations of office accounts and general ledger accounts are completed and delivered on time. 
•    Ensures timely, efficient and correct cheque control.

3.    Checking daily and monthly reports

•    Responsible for effective and efficient compilation and checking of the Branch’s reports and ensure timeous submission to relevant stakeholders. 
•    Ensure that all lists and reports are checked and rectified on a daily basis. 
•    Ensure that all reports are sequentially and correctly filed with clear notes on the lists and signatures as and when required.
•    Responsible for the compiling of the monthly report to be submitted to management and relevant departments.
•    Submit on a daily, weekly and monthly basis all open reconciled transactions within the given timeframe given by management to the relevant departments.
•    Submission of quality reports to EMT, BCC, BARC on time and accurately 

 

4.    Routine Administration

 

•    Management of data quality as per policy, procedures and legislation
•    To provide a professional telephone service for the Department and to ensure the effective handling of incoming and outgoing calls.  To proactively and continuously deliver service excellence to customers.
•    Effective loss control management.
•    Checking and control of daily activities in accordance with laid down prescriptions.
•    Assist the Manager: Reconciliations with the annual internal and external audit process.
•    Willing to perform any other reasonable and lawful duties assigned by the management.

 

5.    Operations:

•    Ensure all versions of manuals and process documentation is updated and available to all relevant parties.
•    Assist in the monitoring of all related accounts in the case of system upgrades and/ or changes. 

 

6.    Collateral Administration

 

•    Assist with effective and efficient administration of agreements and collateral documentation in compliance with the Bank’s policies and procedures. For example, following up on insurances, insolvent and deceased estates and bond cancellations
•    Assist with data quality and accurate Banking system management regarding account
•    Assist accepting files from Pre-Legal for converting to non-accrual.
•    Assist to check files to ensure all collateral documentation as per CCD and or Legal Collections checklist is on file conversion and accurate collateral information on the banking system.
•    Assist calculating provision on the account to be converted, responsible for ensuring collateral is loaded on phoenix, ensuring that the surety is linked (if any) and commitment to origin branch is done during the converting process.
•    Assist to ensure that insurance is in place on the account.

7.    Write-offs processing and recording

 

•    Assist with Prepare and process documentation related to write-off accounts.
•    Assist with write-offs of accounts on the banking system.

 

8.    Compliance, Risk and Support

•    Responsible for effective and efficient management and administration of internal processes and procedures in the Department in order to ensure compliance with the Bank’s risk framework to minimise risk.
•    Collaborate with other relevant internal stakeholders such as Risk Department, Internal Auditing in managing all risks related to administrative functions in the Department.
•    Provide support and guidance to various stakeholders such as Branches, attorneys, etc. on risk matters related to Pre Legal and Legal Collections Department

 

9.    General

•    Must be prepared/willing to do any other reasonable and lawful instruction/task and ensure that it is normally carried out on time and correct.

 

CORE COMPETENCIES:

•    Passion to work with numbers.
•    Good communication skills (verbal and written, in both English and Afrikaans).
•    Assertive and posse’s effective time management, planning and organizing skills.
•    Ability to operate independently and to operate as a team.
•    Ability to compare, preserve and classify.
•    Self motivated and self reliance.
•    Committed.
•    Ability to perform well under pressure.
•    Time –conscious.
•    Adhering to policies and procedures.
•    High level of reliability and attention to detail are required.
•    Insight /understanding.
•    Problem solving, analysis and decision making.