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Collateral Custodian Officer At Stanbic IBTC

Date Posted: 10/Sep/2013
Deadline: 17/Sep/2013

Position Description

• Attending to all aspects relating to collateral documentation and routine related aspects for the Branches.  
• Accurate Filing and Maintaining of Collateral Documentation in Safe Custody

Key Responsibilities
• Ensure the correct release and retrieval of the correct collateral documents from the system and the vault to ensure high standard of service.
• Scrutinise collateral received for vault in to ensure correctness and completeness.
• To ensure that capture, lodgements and release of collateral in effected timely in line with turnaround time.
• To ensure correct filing of documents in the strong room for effective work flow processes.
• To ensure that absolute documentation is held in an orderly manner for effective workflow processes.
• To attend to all internal and external requests for copies of collateral to be sent/faxed to ensure excellent customer services.
• To timely attend to collateral related queries.
• Advice branches when Mortgages and Debentures are registered or cancelled.
• Follow up on queries pending.
• Update Customer Collateral Report on system when collateral is taken or released.
• Ensure correct reporting of collateral statistics on sharepoint.
• Ensure queries are sent to Legal Dept in instances of undue delay in perfection of mortgages and debentures
• Ensure payments of outstanding perfection fees are made as advised by Legal Dept
• Ensure chargeable documents are timely collated and sent for stamping by FIRS
• Action Collateral Reports i.e. Collateral undergoing perfection, Sharepoint
• Any other adhoc duties

Key performance measures
• Recording of Documents are to be 100% accurate
• Documents are to be filed within agreed turnaround times
• Files/records to be kept up to date and to hand at all times
• Reports to be accurate at all times

Key Dimensions of the job (to be completed in-country)
• Receives and records all collateral documents in the relevant logbooks.
• Scrutinise collateral received for vault in
• Accurate Filing and Maintaining of Collateral Documentation in Safe Custody
• Permanently/temporarily release collateral as per approval.
• Log out/Remove all obsolete collateral on Collateral system and file obsolete. 
• Advice branches on perfection of collateral
• Collate chargeable documents for stamping by FIRS
• Attend to all telephone/e-mail/fax queries relating to collateral.
• Any other duties that may be assigned from time to time.

• Archiving of Collateral
• Reporting of collateral statistics on Sharepoint
• Action schedule of collateral undergoing perfection (mortgages & debentures)
• Send queries to Legal Dept in instances of undue delays in perfection (mortgages & debentures)
• Enforce payment of outstanding perfection fees as advised by Legal Dept
• Send documents to FIRS for stamping (including follow up on documents previously sent)

• Collate all reports and logbooks for supervisor to check.


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