Job Summary
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Competencies required for this Role
Quick thinking and decision making in respect of daily operational matters in support of the business
Ability to facilitate higher efficiency and productivity through improvements in available products, work processed, systems enhancements and operational delivery
Contribute to creation of new product lines and new business opportunities, both locally and overseas with product management and sales team.
Where necessary, be “subject-matter-expert” in presenting solutions to stakeholders/clients
A good understanding of the general economic, political and business environment of the region
Excellent capacity and resources management
Increased market awareness and competitor information.
Achievement of budgeted volumes and revenues for the team
Contributing to putting in place processes for controls and managing risk keeping in sight the interests of the Bank and the client.
No failed Audit and losses,
To ensure smooth handling of Custody Payment & settlement section.
Ensure funds are credited to client accounts immediately upon clearing
Review the internal process and performance of the section to enable increased ability to handle exceptions and deliver higher client satisfaction
Exception handling and closing the same with close follow-up within the department, counterparty and the client
Promote Group Brand Values.
Operate a variety of standard office machines, including a personal computer and a variety of computer software, phone, fax, calculator and photocopy machine.
Responsibilities
Financial -20%
Enhance the bank’s revenue targets by ensuring 100% revenue collection for all Treasury and Custodial products
Ensuring complete and accurate processing and settlement of all treasury deals contracts to avoid losses from operational lapses.
Ensure staff utilizes their leave days as per HR policy.
Adherence to stationery utilization limits as per finance approved limits
Eliminate financial losses emanating from processing fraudulent transactions
Operational/ process Excellence - 40%
Process Settlements
Manages settlements and ensures effective control and compliance with Operating Procedures
Maintaining, revaluing and advising of SBM’s Kenya Operation Investment book to various stakeholders
Ensure Complete and accurate processing of all treasury Fixed Income contracts and related transactions in the treasury and core banking systems and adhering to cut off times for systems and markets.
Manages all transactions in Central Depository to ensure trades are posted and authorized in a timely and accurate manner.
Ensuring clients' funds are received and paid as per instructions, in a timely and accurate manner.
Meets clients' specific requirements as per their Standing Instructions, SLA, specific instructions and internal standards.
Ensures timely reporting with Treasury for FX transactions and timely earmarking in the system.
Process Payments
Ensure payment / receipt instruction are processed in a timely manner (Cheques/RTGS/ Book transfers)
Verify and upload the instructions via Flex
Confirm upload to clearing team for processing
Verify book transfers debiting client accounts and crediting suspense account and vice versa.
Ensure client payment instructions are processed promptly on receipt.
Billing and Invoicing
To Ensure invoices are generated and processed within defined timeframe
To ensure that client billings are accurate and timely and outstanding are kept to a minimum through timely collection of income
Receive and process remittances against invoices from clients
Preparation of VAT payments in liaison with Finance Department.
Process - Corporate Actions
To perform the day-to-day corporate actions’ processing in respect to:
Ensuring that information relating to Corporate Action announcement is captured accurately, complete and timely in Innova Custody, including the timely dissemination of information to clients
All corporate actions events and especially those related to voluntary / with options are processed in a timely, complete and accurately manner and released to clients / depository respectively within agreed SLA and before market deadlines.
Monitoring for receipt of Corporate Action entitlements and where required pro-actively follow-up with the companies to ensure receipt of client entitlements on or before due date.
Ensuring that all cash and securities proceeds are reconciled and processed on timely manner and cash proceeds are credited to client’s account upon cheques clearance v IPO/Auction applications are processed as per client instructions and allotment credit is received on a timely basis.
Ensuring that agendas / annual reports are received and dispatched to clients on a timely basis, and proxy instructions are executed as per client requirement v Effective follow up with the clients who have not provided the voluntary corporate actions instructions
Ensuring that all the client queries are responded to within the time frames pre-specified.
Additionally, identify new mechanisms to add value to the existing reporting requirements in order to achieve increasing client satisfaction.
Interact effectively with the Officers of other Sections to ensure adherence to guidelines for securities accounts, dematerialisation and physical securities maintenance and smooth processing of transactions.
Ensure daily reconciliation before market deadlines in order to mitigate any possible operational risks of missing / incomplete processing of voluntary / with options corporate actions resulting to possible operational loss.
Message Control
To receive and reconcile messages received via SWIFT, Email & courier from clients on daily basis
Distribution of messages to relevant area within custodial services department in an accurate and timely manner
Systems
Support development of effective Management Information (MI) templates and provide MI by due date providing required and timely Management Information
With the manager CS ensure continuous improvement and subsequent implementation of interdepartmental and client SLAs
Keep manager CS and AGM BD advised of financial and any extraordinary developments.
Ensure essential returns/reports are properly completed and filed.
Ensure any system usage training gaps are identified and training plan agreed
Monitor and report on activities, costs, performance, etc, as required
Ensure that procedures laid down in the departmental operating manual are followed
Ensure suitable standards of ergonomic design and decor for both internal and external advantage
Undertake any projects or additional tasks assigned by manager CS
Customer Service Excellence - 20%
Ensuring complete and accurate processing of all Treasury and Custodial Contracts as per existing SLAs and within agreed TATs.
To ensure that all client requirement/communication/ queries are logged in and responded to within 24 hours of receipt.
A holding response to be sent the same day in case the final response requires further investigation
Facilitate and keep up to date power of authority for authorizing the transactions as per delegation authority
Provide clients with timely notification of issues impacting the market and their assets.
Ensure service & client contact enables us to be perceived as providing top rated service in the client surveys
Support clients information requests and on-site visits by ensuring clients due diligence visits are fully supported with clients expressing positive feedback
Filing of settled trades documents per client and statements relating to clients’ investments
Maintain and share with colleagues as appropriate, personal knowledge of all relevant custodial services procedures; tariffs and duties; licenses and restrictions.
Learning and Development - 20%
Execution of any other duty as allocated from time to time by seniors in operations
Identify training needs of the individual unit staff and help them design personal development plans
Ensure inter unit internal training to increase awareness of product knowledge for ease back up
Arrange with the help of my seniors in operations and HR to have mandatory certification courses like CISI(CMA requirement) for working in Custody is done by staff in Custody
Supervising, coaching and developing a high performance team to meet set deliverables
Arrange for quarterly, half yearly and annual review of my staff as per HR requirement
Ensuring staff adherence to approved attendance timelines