Operations Officer Export

Role: Operations Officer - Exports
Location: Abu Dhabi

Key Accountabilities of the role:

Principal objective of the position is to ensure:

1. Exceptional delivery to ADIBs 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 IBG countries as per agreed SLA/TAT with them.
3. Achieve overall objective of the institution with no significant complaints from our valued customers.
4. Make sure to trained your backup staff for your assignments and being a backup (yourself) familiarize with the assignments related to staff for which you to be performed as his/her backup to ensure BAU without possible interruption.
5. Make sure to avail your leave according to the plan. Your annual leaves must not conflict with your back up staff. Unit leaves plan must be submitted to HR by the end of January every year.
6. All HR training must be completed without fail as per HR directives.
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 / URC / URR / ISP / ISBP.
10. All our Institutional Operating Standards / Sharia Principles / Policies & Procedures must be adhered with while handling routine transactions/activities without fail. Exceptions if any are instantly raised to Trade Head through line manager for control damage first evaluation and to take appropriate actions.
11. Incidents/issues should have to be captured on ORM GRC as per defined time frame as laid down in our institutional policy/procedure.
12. Coordinate within unit to complete RCSA quarterly exercise.
13. Information security and record management should be ensured 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 monthly archival of records to shift it to the offsite storage/warehouse.
15. Carry out annual physical verification of all our live records and share the report with TFD Head.
16. 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 locked & key including swift printers.
17. Carry out random sampling to ensure full compliance over clean desk policy. Exceptions if there is any should be immediately raised to the Trade Head.
18. Make sure daily scanning of records as per defined standards.
19. Coordinate with unit BCP coordinator to ensure and complete BCP activities e.g. testing / call tree etc.

Core objective of the position is to ensure:

1. All export LCs/Amendments must be advised &/or confirmed as per agreed SLA/TAT with business partners.
2. End-to-end scrutiny of export LCs is must before proceeding with.
3. Secure clarity via amendment from LC issuing bank wherever appropriate.
4. Keep informing business teams about all incoming export LCs be it for advisement or confirmation.
5. Export LCs/Amendments must be authorized on to the trade system post reviewing transactional documents approval and end-to-end completeness. Exceptions if any should be raised for necessary rectification/regularization prior to authorizing any transaction.
6. Confirmed LCs should only be executed post securing all necessary approvals/documents/credit lines etc.
7. Escalation must be made wherever needed to expedite pending export LCs disposal. Keep informing LC issuing bank of delays if any or our inability to advise their LCs under intimation to business teams.
8. Make sure to refer transactions to GCD without fail for all high-risk jurisdictions.
9. Referral must be made to IMB for transport documents verification as per set standards.
10. Before execution transactions make sure all required approvals e.g. Sharia Business Risk Credit Legal are in place along with required credit line allocations.
11. All expired or unutilized LCs / LCR / IRU should be closed / cancelled timely.
12. Make sure all financials are booked accurately as per approved chart of account. Fee based income/commission/charges should be booked appropriately and accruals are being booked as per set chart of account.
13. Pending fee if there is any should be timely realized and booked. For pending fee/commission follow up regularly and escalate it as appropriate.
14. Make sure no unwarranted items remain pending in trade transit/sundry account.
15. Based on ICD reports make sure no unattended items in our Nostro/Vostro until there is an obvious reason to hold aged items.
16. Run daily critical reports e.g. pending transactions swift message queue general ledger balances & cash margin to make sure NIL pending transactions. All Financials/GLs are 100% balanced until and unless a reason with justification. Timely escalation for any exceptions towards these controls.
17. Be prepared for all internal/external audits. Make sure to provide deliverables for audit on time.
18. All regulatory reporting should be done on time.
19. Make sure to carry out daily activities as disclosed in the departmental memo.
20. Make sure to carry out monthly proofing and its reporting to ICD.
21. 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.
22. SOPs Make sure to revisit our SOPs as per frequency defined by ORM SOP team to complete the review and submission on time.
23. PPGs Take part aggressively to review the new / change PPGs to ensure it is all aligned from operations perspective. Concerns if there is any must be raised instantly with the Trade Head through line manager.
24. All large ticket complex or structured trade transactions must be referred to TFD Head Through Line Manager for discussion to ensure end-to-end completeness of such transactions.
    

Specialist Skills / Technical Knowledge Required for this role:

1. Exceptional delivery is to be acknowledged by the customers.
2. Stringent controls by following TFDs SOPs and other institutional policies/procedures.
3. Being seen as a leader by customers and staff in other departments
4. Building and maintaining morale among colleagues
5. Ability to provide feedback / constructive criticism
6. Ability to deal with difficult customers client complaints conflicts etc.