Portfolio Administrator

Job Description

To promptly and efficiently assist the department by providing an efficient and effective administrative role to achieve business objectives and to provide support to the various stakeholders

Qualification and Experience

Qualifications:

• National Diploma in Commerce or equivalent.

Knowledge and Experience:

• Minimum of 2-5 years' experience in a Financial Services administrative environment
• Understanding and knowledge of the investment process
• Experience in Customer Service and Care
• Experience in collection of data is essential
• Experience and knowledge of the SAP system will be advantageous
• Basic Excel Skills is essential
• The ability to operate in a multi-tasking and demanding environment

Roles and Responsibilities

• Monitoring terminal draw dates to ensure they don't expire and extend before expiry.
• Tracking of undrawn commitments and updating SAP with forecasted draws by consulting with clients and validating the draws with relevant stakeholders (e.g. Segments and Strategic Business Units)
• Initiate and support disbursements processes and engage with relevant stakeholders to confirm conditions are met and gaps are communicated accordingly.
• Tracking and forecasting collections (such as Capital, Interest, Dividends, Sweeteners, Cash Sweeps, Settlements, Guarantees Fees etc.) by using SAP and send statements to clients to confirm payment. Ensure that memos are done to remove clients from debit order, when they are unable to pay.
• Investigate non-payment by IDC clients via emails and/or telephone calls. Follow-up on arrears/ outstanding payments & capturing status on the collections made & allocations of payments on SAP. Issue LODs for overdue payments & place clients on alternate rate where applicable.
• Generate and complete settlement documentation, including release of securities
• Ensure that all IDC securities are registered, registration documents are loaded on Docupedia and update SAP to reflect correct security (e.g. SNBs, Mortgage Bonds and GNBs).
• Ensure updated valuations reports on IDC security are done by the relevant IDC Dept, once expired & timeous request of new valuations to be done by providing the relevant information (e.g. assets register lists with serial numbers).
• Timeous collection of Financial Statements (ensure that the AFS & Management Accounts are accurate & complete with at least an Income Statement, Balance Sheet & Cashflow Statement). Timeous & accurate monthly updating on SAP. Issue LODs for overdue data & place clients on alternate rate where applicable.
• Capture AFS on the risk grading tool and notify relevant parties to finalise the risk grade.
• Accurate & timeous collection and monitoring of client compliance with undertakings and capturing received undertakings into SAP (e.g. client budgets & FICA/corporate governance information). Issue LODs for overdue data & place clients on alternate rate where applicable.
• Collecting jobs information from clients timeously. Check that the documents received are correct & comply with audit requirements. Issue LODs to clients for overdue jobs data & place clients on alternate rate where applicable.
• Timeously attend to client requests such as audit confirmations, statements, reconciliations, cancellations, undrawn amounts etc.
• Follow up on Letters of Amendment (LOAs) from & ensure implementation on SAP.
• Prepare memos for non-material approvals.
• Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system.
• Ensure that an accurate database of all business partners is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses etc.
• Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently.
• Efficient and Service Excellency to be provided to both internal and external stakeholders

Job Requirements

TECHNICAL COMPETENCIES

• Stakeholder Management
• Customer Insight and Focus
• Analytical Thinking
• Information Searching
• Process Orientation
• Attention to Detail
• Report Writing

BEHAVIOURAL COMPETENCIES

• Planning Organising
• Relationship Building
• Self starter / Pro-active
• Willing to Learn

Job Reference: IDC00619