Records Officer

Job Description

The Records Officer – Collateral Management is responsible for the secure, accurate, and efficient management of all collateral documentation within the bank. The role ensures proper custody, tracking, and retrieval of security documents, while maintaining strict compliance with internal policies, legal requirements, and risk management standards.
The incumbent plays a key role in safeguarding the bank’s security position by ensuring all collateral is complete, authentic, properly recorded, and readily accessible for operational and audit purposes.

1. Collateral Records Management & Control

• Verify completeness, accuracy, and authenticity of all collateral documents received.
• Ensure proper filing, storage, and maintenance of all security documentation.
• Maintain control over the movement and tracking of original collateral documents.
• Retrieve and provide documents for audits, security confirmations, and business needs.
• Ensure all collateral records are accurately captured in relevant systems (e.g., Sigma).

2. Risk Management & Compliance

• Ensure all collateral documentation complies with internal credit policies and procedures.
• Monitor and enforce adherence to document handling and lodging processes.
• Escalate discrepancies, missing documents, or compliance issues promptly.
• Support achievement of satisfactory collateral audit ratings.
• Liaise with Legal where required on complex or non-standard documentation.

3. Quality Assurance & Reporting

• Perform quality checks on documents submitted by business units and branches.
• Maintain and update valuation diaries and monitor expiry/renewal timelines.
• Compile and submit monthly reports on lodged securities and valuations.
• Conduct periodic records reviews and ensure proper archiving of obsolete files.

4. Stakeholder Engagement

• Provide timely feedback and support to business units, branches, and auditors.
• Respond to queries related to collateral documentation and processes.
• Liaise with internal stakeholders, attorneys, and couriers where necessary.

5. Operational Support

• Support the Collateral Team Leader and Security Custodian in daily operations.
• Assist in improving processes to enhance efficiency and control within the collateral function.

Qualifications & Experience

• Bachelors degree in Business Information Systems, Records Management or related.
• 1 years’ experience in records management, banking operations experience is an added advantage
• Knowledge of credit policies, lending processes, and collateral management.
• Exposure to risk management and compliance frameworks.
• Enterprise Risk Management certification (advantageous).

Knowledge & Skills

• Sound understanding of collateral and legal documentation.
• Knowledge of banking products and lending processes.
• Strong attention to detail and document accuracy.

Competencies

• Strong analytical and problem-solving skills.
• High level of accountability and integrity.
• Effective communication and stakeholder management.
• Ability to work under pressure and meet deadlines.
• Strong organisational and coordination skills.
• Customer service orientation.

 

Important Closing Date Note

Take note that applications will not be accepted on the below date and onwards, kindly submit applications ahead of the closing date indicated below.

02/04/26