Documentation Officer – Commercial Bank of Dubai , UAE

Job purpose:
The job holder will be assigned responsibilities, as per requirements of the Department. The composition, level of independence and volume will be determined on the basis of experience, competency, training, volume etc.

Primary Responsibilities are:
Receive the original execution versions signed by the Borrowers &collaterals for Bank’s customers from Business segments and branches.
Maintenance of a list (register) of applicable documents & files movement within the office
Distribution of documents to relevant teams in the department.
Electronic scanning of original documents in EDMS upon satisfying that all documents have been obtained and are in order.
Handle the safekeeping of the original documents under custody and ensure all documents are being lodged and digitally filed.
Periodically review borrowing documents held under custody to identify any housekeeping purposes.
Preparation of correspondence and reports related to custody activities. Sort, package files for archives and Compile list of the documents to be archived.
Handle the release of original borrowing documents as per approval /business request.
Return documents back to business team to complete the requirements via registered post and record reference number in the register.
Co-ordinated relationship with legal Units/ FRR / RMs / Internal and external Auditors by provide and retrieve required documents and files.
Provide response to customer requests and internal inquiries/communicate with clients regards their documents & files.
Support other teams /employees upon supervisor’s instruction. Assist in the collection of full set of documents “Facility Offer Letter, mortgages and relevant documents” & forward the document appropriate department /unit / officer.
Utilize APP4LEGAL software to track the progress of reviewing documents/collaterals & adhering to pre-determined turnaround time frames and accuracy level percentages.
Review documents and ensure collateral are valid and enforceable and obtained as per regulations and internal policy and procedures.
Check the Compliance of Sanction terms (Facility Offer Letter and relevant documents.).
Follow up steps taken through Documentation/Legal Managers, expected superiors’ comments / guidance & risk management awareness.
Adheres to basic principles of bank’s procedures and policies wherever applicable

Education & Experience :
Higher Diploma/ Bachelor Degree
2 to 5 years’ of relevant work experience
Ability to work with computer and office software (MS Word, Excel, etc.)
Good verbal and written communication skills
Planning & Organisation skills
Computer literate with strong working knowledge of business software applications, particularly word/spreadsheets

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