Head, Financing Credit Administration & Disbursement (Non Retail)

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JOB PURPOSE

Lead and oversee the end-to-end administration and disbursement of Non-Retail financing facilities, ensuring compliance with approved credit terms, regulatory requirements, legal documentation, and governance standards. Responsible for supporting financing portfolios across Corporate Banking and Enterprise Banking, managing pre- and post-disbursement activities, ensuring timely service delivery, and driving operational excellence, standardisation, digitalisation, and continuous process improvement.

JOB ACCOUNTABILITIES

1. Facility and Limit Setup

• Create and maintain customer facility records in the banking system.

• Set up approved limits, sublimits, expiry dates, utilisation controls, and availability periods.

• Ensure system records are consistent with approval terms and executed documents.

• Process approved amendments, cancellations, reductions, and renewals.

• Prevent utilisation of expired, unapproved, or incorrectly established facilities.

2. Documentation Management

• Prepare or coordinate facility agreements, letters of offer and security documents.

• Liaise with internal legal counsel, external solicitors, relationship managers, and customers.

• Review executed documents for completeness, validity, and enforceability.

• Confirm that documents are properly signed, witnessed, stamped, and registered.

• Safeguard original legal and security documents.

• Maintain a complete document register and retrieval process.

3. Security and Collateral Administration

• Verify ownership and legal capacity of security providers.

• Ensure that charges, assignments, guarantees, debentures, mortgages and other securities are properly perfected.

• Record collateral values, ranking, coverage, and registration details.

• Monitor insurance policies, valuations, title searches, and security expiry dates.

• Track collateral substitutions, releases, partial discharges, and further charges.

• Ensure security releases are made only after the relevant facilities and obligations have been fully settled or properly approved.

4. Conditions Precedent and Disbursement Control

• Verify compliance with all conditions precedent before first or subsequent disbursement.

• Confirm that required equity contributions, approvals, permits, contracts and supporting documents are in place.

• Validate the purpose and amount of each drawdown.

• Review invoices, certificates, redemption statements and payment instructions where applicable.

• Ensure that disbursements are made directly to approved parties where required.

• Obtain independent confirmation of satisfaction of conditions before releasing funds.

• Escalate exceptions and obtain proper approval before any waiver or deviation.

5. Ongoing Covenant and Condition Monitoring

• Track financial, operational and information covenants.

• Monitor submission of audited accounts, management accounts, compliance certificates, and other required information.

• Track conditions subsequent and outstanding documentation.

• Monitor facility availability periods, maturity dates and annual / interim review dates.

• Notify relationship managers of upcoming deadlines and breaches.

• Escalate unresolved breaches, expired facilities, and overdue reviews.

6. Insurance and Valuation Monitoring

• Ensure that secured assets are adequately insured.

• Confirm the bank is named as loss payee or charge holder where required.

• Monitor policy expiry dates, premium payments, and adequacy of coverage.

• Arrange or track periodic collateral valuations.

• Escalate significant declines in collateral value or lapses in insurance coverage.

7. Agency and Syndicated Loan Administration

• Administer syndicated and club facilities where the bank acts as agent.

• Coordinate drawdowns, repayments, interest periods, and lender notices.

• Maintain lender participation records.

• Distribute principal, interest, fees and relevant information to participating banks.

• Track voting requirements, amendments, waivers, and consent decisions.

• Ensure compliance with the facility agreement and agency obligations.

8. Repayment and Facility Maintenance

• Monitor scheduled principal, interest, and fee payments.

• Process rollovers, extensions, conversions, and repayments.

• Reconcile facility balances and utilisation records.

• Track outstanding amounts, excesses, and unauthorised drawings.

• Coordinate facility closure after full settlement.

9. Exception and Breach Management

• Maintain registers of documentation deficiencies, covenant breaches and approval exceptions.

• Track temporary waivers and their expiry dates.

• Escalate material or long outstanding exceptions to management.

• Prevent repeated operational exceptions from becoming accepted practice.

• Provide periodic exception reports to Credit, Risk, Business, and relevant committees.

10. Problem Account Support

• Provide complete documentation and security records for watchlist, impaired or recovery accounts.

• Assist in confirming outstanding exposure and security positions.

• Support restructuring, rescheduling, enforcement, and recovery actions.

• Suspend or restrict further utilisation when instructed by authorised parties.

• Coordinate documentation for revised or remedial facilities.

11. Regulatory and Policy Compliance

• Ensure compliance with applicable banking laws, regulatory requirements, and internal credit policies.

• Support requirements relating to customer identification, sanctions, anti-money laundering and beneficial ownership where relevant to credit administration.

• Maintain complete audit trails and records.

• Support regulatory reporting, internal audit and external audit reviews.

• Implement corrective actions arising from audit and regulatory findings.

12. Management Information and Reporting

• Produce reports on expiring facilities, overdue reviews, outstanding documents and covenant breaches.

• Report collateral shortfalls, insurance lapses, excesses, and unauthorised utilisation.

• Monitor turnaround times for documentation, limit setup, and disbursement.

• Provide portfolio administration data to Credit Risk, Finance, and senior management.

• Analyse recurring operational issues and recommend process improvements.

JOB REQUIREMENTS

• At least a Bachelor's Degree or recognised professional qualification in Finance, Banking, Accounting, Business, Law or related discipline.

• Minimum 15 years' relevant banking experience, preferably including at least 5 years in a managerial/leadership capacity.

• Significant experience in Corporate/Business Financing Credit Administration, financing documentation, securities, credit operations and disbursement.

• Strong experience in managing complex and/or high-value Non-Retail financing transactions.

• Strong understanding of banking and legal procedures, BNM requirements, FSA/IFSA and other relevant regulatory requirements.

• Proven experience managing sizeable teams and multiple operational activities.

• Experience in process re-engineering, Lean/continuous improvement, digitalisation or operational transformation would be advantageous.