Operations Officer – Guarantees

Role: Operations Officer – Guarantees                        
Location: Abu Dhabi                           

Role Purpose:

Principal objective of the position is to ensure:

1. Exceptional delivery to ADIB’s valued internal/external customers, as per our set Standards and SLA/TAT with the business partners.
2. Make sure to extend support to ensure swift operations to our local customers  as per agreed SLA/TAT with them. 
3. Achieve the department’s yearly goal with no significant complaints from our valued customers.
4. Make sure to train your backup staff for your assignments and being a back (yourself) familiarize with the assignments related to staff for which you to be performed as his/her back to ensure BAU without possible interruption.
5. Annual leaves must not be conflict with back up staff. Avail 10 days mandatory leaves as per HR policy. Leaves plan must be submitted to HR by the end of January every year.
6. Complete all HR mandatory training without fail as per HR directives. to ensure learn the technical aspects in relation to trade operations. 
7. Focus on automation. Keep exploring opportunities to re-engineer existing processes to further enhance our productivity and efficiency.
8. KPI/KRIs must remain intact. Transactions should be executed without frequent errors and without P&L on account of operational loss.
9. All transactions must be executed in line with local regulations and international conventions such as UCP / URDG.
10. Make sure that routine Letters of Guarantee (LGs) operations for (UAE) and any other area in case you are receiving/handing back up assignments should be managed strictly in accordance with Sharia Principles, Regulatory Guidelines, Approved SOPs, Process Check Lists, PPGs and other institutional Policies & Procedures. Deviations, if any, must be instantly bring into the notice of Ops. Guarantees Manager and TFD Head.
11. Incidents/issues should have to be captured on ORM GRC as per defined time frame as laid down in our institutional policy/procedure after discussing the same with line manager  and Head of Trade finance. 
12. Coordinate with unit’s UROM if requested by Guarantees manager to timely complete the RCSA exercise every quarter.
13. Information security and record management should be given top priority to secures, as per institutional policies. Make sure to keep all our records intact without single compromise over institutional policies / procedure over information security.
14. Make sure to manage daily reports as assigned by guarantees manager. 
15. To contribute to register the monthly archival of closed guarantees/ records/items to be kept in dept’s MIS archive folder, this will facilitate the shifting to the offsite storage/warehouse under strong control for registered items.  
16. Contribute to Carry out annual physical verification of all our live Guarantees records and share the report with  Guarantees Manager for proper Audit trail records. 
17. All records including but not limited documents/files/instruments should remain intact with the designated staff only. For overnight, all documents/records/instruments etc., should be kept in fireproof chubs under locked & key including fax/swift printers.
18. Make sure daily scanning of records as per defined standards. 
19. Assist BCP coordinator to ensure that all our BCP requirements e.g., testing / call tree etc., must be completed as per given guidelines and target dates. 
20. Make sure that routine Letters of Guarantee (LGs) operations for (UAE) and any other area in case you are receiving/handing back up assignments should be managed strictly in accordance with Sharia Principles, Regulatory Guidelines, Approved SOPs, Process Check Lists, PPGs and other institutional Policies & Procedures. Deviations, if any, must be instantly bring into the notice of Ops. Guarantees Manager and TFD Head 
21. All outbound LGs must be issued as per agreed SLA/TAT with the business partners and without possible exceptions/errors.
22. LGs to be issued as per approved text, or in case of Government entities/semi govt. as per their given standard text,  in special cases where the non-standard text is applied should be vetted by Legal and Sharia, as appropriate.
23. Before issuance of LGs, proof reading is must to ensure that the LGs are strictly as in accordance with customer requirements.
24. Safe custody LGs should be maintained accurately. For both MPM and VMCP and to be reviewed and reported as per the agreed SLA with them in case the designated staff is on leave who is handling safe custody reports. 
25. All transactions must be executed post reviewing transactional documents, approval, and end-to-end completeness. Exceptions, if any, should be raised for necessary rectification/regularization prior to authorize any transaction.
26. Share required MIS of all LGs with the stake holders as per defined frequency in daily activity memo of the unit/or as per assigned by Guarantees Manager.  
27. Track and control amortization/failed commission report on daily basis for LGs in EE system – Trade reports; with immediate action/otherwise; to report the failed items to concerned teams for further action.  
28. Track and control expired guarantees for Qatar region on monthly basis and to share the report with Qatar Teams. 
29. Claims under LGs should be handled on top priority basis under intimation to Guarantees Manager + TFD Head. All claims must be paid to the beneficiary of the LGs ASAP basis. Legal team to be engaged wherever required.
30. Make sure all financials are booked accurately as per approved chart of account. Fee based income/commission/charges should have to be booked appropriately and accruals are being booked as per set chart of account. 
31. Cash Margins against LGs must remain balance at all times by proper registration and proper tracking for daily margin balancing of transactions. (in case back up for designated staff of the above report  is on leave). 
32. All GLs including but not limited to Contingent, Assets, Cash Margins, Sundry and MAPs should be balanced all the time. Exceptions, if any, should immediately escalate as appropriate under intimation to TFD Head. (in case back up for designated staff for the above reports is on leave). 
33. View daily MIS for Margin balances. For deviations, if any, instantly raise it with the stake holders under intimation to TFD Head. (in case back up for designated staff for the above reports  is  on leave). 
34. Ability to handle all the guarantees events/transactions under guarantees section for local and with correspondent banks including IBG countries, litigation cases, maturities, claims, PayHup, FTS payments, (if needed) based on staff members availability and as assigned by guarantees manger . 
35. In absence of designated staff for expired LGs (UAE) reports/expired guarantees IBG reports, force debit report/cash margin balancing report/GL balancing report should have to be ready to act to cancel guarantees timely  (will act as back up for designated staff for the expired guarantees report) and to handle all other reports as requested by Guarantees manager.  
36. Charges / fee / commission must be applied as per approved SOC or special pricing as per given approval.  
37. Pending fee, if any, should be timely realized and booked. For pending fee/commission, follow up regularly and escalate it as appropriate and as defined in the daily activity memo of the unit. in case back up for designated staff for the above reports is on leave). 
38. Based on ICD reports, make sure no unattended items in our Nostro/Vostro until there is an obvious reason to hold aged items. (in case back up for designated staff for the above reports  is on leave). 
39. Make sure that different queues like transaction (EE) + TW for IBG countries / PayHup + FTS queues must remain clear all times. No pending transactions should be lying unattended there.
40. Make sure to carry out daily critical activities, as disclosed in the departmental memo.
41. Check Lists – Make sure that required processing checklist is available to use for all critical processes/products. These checklists should be reviewed regularly to make changes, if any, appropriately.
42. SOPs – Make sure to execute all the transaction as per the approved SOP and ICC rules such as URDG.  
43. All large ticket, complex or structured trade transactions must be referred to Guarantees Manager for discussion to ensure end-to-end completeness of such transactions.
44. Exceptions will only be handled post necessary discussion with Guarantees  Manager.
45. Groom your back staff to perform BAU in your absence. Also ensure to perform as a back yourself for the staff assigned to you to ensure BAU without possible issues/challenges.