2 Jun 2016

CFC Stanbic Jobs. Preparation Officer

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Job Purpose

  • Ensure that the Bank’s needs to provide adequate controls over the risks encountered in the post-credit granting stage of the credit process are satisfied by ensuring the appropriateness, consistency, validity and enforceability of all collateral confirming that all collateral and legal documentation in respect of business banking facilities and advances granted have been obtained are in legal order and properly housed.

Preparation Officer Job Key Responsibilities/Accountabilities

  • To check details on collateral preparation form with corresponding sanction/authority from Credit.
  • To prepare collateral documents accurately within turnaround times, in terms of the Bank’s and other legal requirements, whilst maintaining excellent service to internal customers.
  • Ensure that only external advocates as approved by the bank are used when preparing and registering collateral.
  • To maintain a diary monitoring the status of registration of securities and take-over instructions.
  • Provide a prompt and orderly turnaround environment in which controls can be exercised to ensure the Bank is not faced with avoidable losses.
  • To recommend draw down of facilities once satisfied that all terms and conditions of sanction and/or covenants that required action prior to drawdown have been met and all required security has been obtained and is perfected and in order.
  • To follow up on all post drawdown terms and conditions of sanction and/or covenants.
  • Where required provide guidance to credit evaluation team in respect of conditions of sanction required for mitigation of credit risk.
  • Ensure compliance with all relevant laws, regulations, guidelines and the bank’s policies and procedures.
  • Ensure that follow up is done on required collateral, current and sufficient insurance cover, current valuations, renewal of insurance cover etc.
  • Ensure that all collateral documentation lodged for safekeeping have been scrutinised by the relevant authority and confirmed to be in legal order.
  • Ensure that all required collateral documentation are handed over to the collateral recordal team for recording and safe custody.
  • Ensure that all relevant reports are submitted on the due dates and actioned accordingly.
  • Ensure that the release and disposal of any facilities letters/loan agreements/collateral documentation have been authorised by the relevant authority.
  • Provide accurate, expert and specialist legal advice to all divisions and business banking unit.
  • Participate in knowledge sharing within the legal team.
  • Address all shortcomings highlighted in both internal and external audits.


  • Prepare facility letters, letters of intent, letters of offer and any other collateral documents
  • Send instructions to external service providers with respect to perfection of securities.
  • Follow up outstanding terms and conditions of sanction and/or covenants.
  • Follow up on outstanding insurance and valuation reports.


  • Provides report on facility letters/loan agreements issued and returned


  • Provide all reports required to be sent to business
  • Any other duty that may be assigned from time to time

Success Indicators

  • Satisfaction from all business units of high quality business support.
  • Improved performance ratings.
  • Improved/satisfactory audit ratings.
  • No financial losses incurred as a result of collateral lapses.
  • Efficient end to end collateral process.

Key Performance Measures

  • Legally robust documentation implemented to ensure relevance, enforceability and mitigation of risk.
  • Efficient end to end collateral process and reduced turnaround time on disbursements
  • Systematic follow up and successful results for outstanding post draw down conditions.
  • Proper control and housing of all collateral documents
  • Timely communication and query response to customers and branches
  • Co-operative relationship with various participants in the credit documentation processes.

Preferred Qualification and Experience for Preparation Officer Job

  • Business related degree; Legal related degree an added advantage.
  • Preferable to have banking experience, particularly pertaining to banking processes with regard to collateral documentation and the operation thereof.

Knowledge/Technical Skills/Expertise

  • Good knowledge of the bank’s internal processes and requirements with regard to security documentation and credit processes, specifically relating specifically relating to the drafting, execution, management and custody of all facility letters / loan agreements / collateral documentation.
  • Understanding of the bank’s products and facilities, the terms of the facilities, and the conditions that will need to be complied with to ensure that legal risk is effectively restricted.
  • Knowledge of various legislative requirements, particularly as it pertains to credit agreements, loan documentation, legal processes, and the variety of collateral that may be used.
  • Understanding of relevant registration processes.

How to Apply

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