PRINCIPAL RESPONSIBILITIES
A. Petty Cash
Distribute day to day cash to officers to conduct searches, registrations and other duties. Attend to accurate reconciliation of petty cash daily.
Liaise with Finance Department on timely preparation of cheques.
B. Sealing
i. Attend to sealing of security packets once Summary of Securities is certified by MS&C.
ii. Updating of sealing register on completion of sealing of packets.
iii. Breaking of seal when the need arises, after authorisation by MS&C.
C. Searches/Encumbrance Search (Leasing)/Bank Searches (FRCS)
Conduct encumbrance searches as per instructions received and thereafter submit to MS&C for verification and certification before release of search results
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Assist in facilitating searches with stakeholders, i.e ROT, Companies office and other registries when the need arises
D. Dispatches
i. Updating of dispatch Register upon receipt of dispatched documents from Titles/Deeds Registry
ii. Distribution of dispatched documents to respective Securities and Conveyancing Officers .
E. Mails
Responsible for Securities Department Inward and Outward Mail;
– attend to registering of Inward Mail on 2 occasions i.e. every morning and afternoon on a daily basis
– distribute mails to respective officers
– registering of Outward Mail
– prepare envelopes as and when required and dispatch to respective Branch pigeonhole daily.
F. Sanning of Security documents
To conduct the scanning of security documents are required to scan all security documents after registration under PPSR, Titles, Deeds, Companies, MSAF including all other relevant registries prior to sealing of security packets
G. Vault functions
To assist with all vault related duties. This includes, filing away of security packets, handing out security packets to officers upon request and registering details in BMS and other systems for booked security packets.
Assist the team in locating for security packets and ensuring all security packets are stored away in the vault safely daily
H. RECORDS
Assist in registration and creation of all new and further loans files, when application are received by Branches and details entered in the system (BMS).
Ensure that retrieval cards are completed fully and properly placed in their slots for security purposes.
Ensure that the Records Switchboard system is updated upon retrieval and return of files.
Filing away of newly issued and existing files in their slots as they are returned from the centre on a daily basis.
Numbering of all documents that are filed away in their correct files.
Provide file distribution service when necessary.
Assist in looking for files, which are misplaced or cannot be located.
Photocopy of file records when instructed to do so by Superiors/Branches.
Participate in the Annual Culling Exercise and ensure that the Plant Room is neat and organised for retrieval of closed files.
I. Other Duties
1. Assist in preparation of Renewals and Discharge of security documents as and when the need arise.
2. Understand and assist all staff in the Unit so that the Unit achieves its objectives.
3. Participate in all Department meetings to discuss work related issues and ensure that minutes are recorded and a copy forwarded to Manager S&C
Qualification
Diploma in Business Management or its equivalent from a recognized tertiary institution
Experience
One year experience in a similar role and proficient in Microsoft office 2010. A valid driving license will be an added advantage.
