Securities and Documentation Manager Absa Bank

The person in this role will report to and assist the Head of Credit Operations in overseeing the Bank’s comprehensive Security and Documentation process. They will aid in crafting and validating the Bank’s security documents within specified guidelines to ensure they are legally sound and meet customer expectations aligned with the Bank’s strategic goals.

Job Description
To Pursue growth selectively and protect returns.
• Receive loan documents, instructions and acknowledge receipt of documents from Retail, Business Banking and CIB Banking segments Relationship Managers. Forward the work to the Securities and Documentation officers for execution.
• Instruction of external legal firms in line with the Bank policy and follow up executed documents (e.g., deeds, charge documents etc.) from both customers and lawyers.

Ensure 100% perfection of security documents, checked for completeness, correctly stamped, all required duties / charges paid, and match facility letter requirements.

Action all daily, weekly, monthly, and quarterly diary reports and status reports related to perfection of securities and maintenance of securities to conclusion to the relevant stakeholders. This includes requesting renewals for securities that are about to expire and cases that are outstanding with external parties (customers, registrars, valuers etc.).
• Follow up on remediation actions agreed on Bank securities held. If a single set security covers multiple loans, action the transfer of securities by ensuring that the references between the loans and the new securities are updated.
• Ensure that all securities and records are stored professionally, ensuring to file all securities in the vault. Review and ensure the vault key holders adhere to the key holding procedural requirements. Constantly check vault storage chubs and ensure functionality and are properly maintained. Ensure that all records are easy to retrieve by referencing all documents that are sent to archives. (indexing).
To Improve Customer Experience
• Complaints Handling – Record all complaints in the complaints register and resolution should be within 48 hours- beyond this please escalate to the relevant stakeholders. There should be evidence of complaints resolution.
• Timely Response and attendance to general correspondence related to security perfection and maintenance.
• Ensure efficient management of all disputes (internal and external) within the set timelines/Service Level Agreement to avoid impacting customer expectations.
• Ensure business continuity within the Securities & Documentation Center through effective handovers.
• Arrange and/ or conduct trainings for the various stakeholders as required from time to time, on matters regarding securities and documentation.
For enhanced Digital Experience
• Ensure that details of all securities and relevant documentation for secured credit facilities are correctly input in the Collateral Management System.
• Ensure completeness of Securities information for all secured credit facilities in the Flexcube system (both FCC & FCR).
To Deliver the Firm.
• Manage valuation firms, external lawyers, insurance companies and any other service providers in line with the Bank’s policies and procedures and ensure that payments to service providers are timeously processed.
• Collaborate with Line Manager, Subordinates, Colleagues and build and maintain excellent working relationships with other functions and stakeholders in Absa Uganda to facilitate the development of the business.
• Work with Legal, RBB, and CIB to drive business as usual (BAU) against SLA/ Target/ Audit and seek innovative solutions to improve performance which will ensure delivery of Absa Bank Goals.
• Ensure full attendance or representation in the monthly and weekly meetings where departmental strategy cascade and regular performance monitoring is done and Participate in Bank’s activities as required from time to time.
• Provide periodic updates to the line manager and all internal stakeholders on any developments, incidents and escalation matters in the securities and documentation center.
• Share best practice and highlight any red flags that are a result of relaxed policies and processes.
• Support other members of the management team when required to ensure business continuity and achievement of business targets.
To Develop Our People.
• Enhance competence and capability of the team by ensuring appropriate up skilling of the team by conducting on-the-job coaching, training, and refresher trainings for both new and existing colleagues.
• Support the Achievement of Employee NPS of 80%
• 100% timely completion of mandatory designated eLearning courses for self and Team.
• 95% Leave Utilization in the year for self and team.
• Participate in a minimum of 2 citizenship events in the year.
• Drive productivity within Securities & Documentation Center by directing and controlling workflow.

Develop and agree individual and team performance standards and targets.
• Review individual and team performance against agreed objectives periodically as guided by the Human Capital Function.
• Ensure team development by Identifying training needs of team members and recommending training plans to satisfy those needs.
• Motivate and build team cohesion, unity and teamwork.
• Initiate disciplinary process for team members where required in line with the Absa Disciplinary and Grievance procedures.
For a Sustainable Control Environment.
• Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise-Wide Risk Management Framework and internal Absa Policies and Policy Standards. Assess and manage risks and risk events (incidents) relevant to the role.
• Conduct monthly call over in respect to securities perfected and all releases of titles made by the Bank to ensure they have all been done in accordance with the Bank’s required process.
• Coordinate periodic quality assurance checks, pre-audit preparations, following up remediation and closure of post audit queries, review of monitoring and control reports.
• Ensure that the Section Management Control Approach is fully aligned to business priorities. Ensure critical controls are being observed.
• Ensure Internal Audit findings, Operational Risk actions and Monitoring and Testing issues are cleared within the time commitments provided by the respective teams.
• Take active participation in snap checks allocated by the line manager and resolve snap check findings within set resolution timelines.
• Manage Risk Control Assessment (RCA) processes and required actions.
• Identify new and emerging risk associated with the security perfection process and maintenance of Bank Securities and escalate to other stakeholders.
• Monitor team error rates in relation to accuracy of information entered in the system and assessment forms and ensure that appropriate measures are put in place to address lapses.
• Communicate any changes in Retail Lending policy to team members to ensure that they are implemented as required.
• Implement and ensure adherence to current credit policies as may be communicated by the Retail Credit Risk team.
• Minimize incidences of fraud and credit losses by ensuring credit policies and processes are adhered to by all SDC Staff.

Education and experience required.
• B-degree in Law and Post Graduate Diploma in legal practice.
• The Applicant must be an advocate of the High Court with a valid practicing certificate.
• (3-4) years of experience within General Banking Operations.
• Previous experience of working within a financial institution is an added advantage for the role.
• Knowledge and skills: (Maximum of 6)
• Understanding of the end-to-end lending process and Securities.
• Good understanding of conveyance activities, stamp duty and company law

Competencies:
• High level of Accuracy required.
• Attention to detail.
• Computer literacy.
• Analytical ability.
• Communication skills (Written)
• Report writing
• Documentation review.