Vacancy Details
Vacancy
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Details
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Vacancy Number
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36/2023
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Title
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Supervisor Securities
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Description
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PRINCIPAL RESPONSIBILITIES
1. Security Verification and Compliance
a) Examines and verifies security instructions to ensure compliance prior to assigning security
request worksheets to a Security Documentation Officer as and when received.
b) Maintains a record of all security instructions received (pre and post settlement), returned
for correction or rejected, lodged for registration at Titles, Deed, MSAF, FSC, LTA, PPSR
and any other Registry.
c) Track progress of security documentation instructions by ensuring that updates are
provided by the Security Documentation Officers as and when work is conducted on a file.
d) Ensure that all administration requirements are met by maintaining register to update
security documentation, completion of all records, documents as appropriate, regular
update of security packets where appropriate and Lending Centers are regularly informed
of progress, particularly so if there are delays in completion of securities for reasons beyond
our control.
e) Ensure that compliance checks and requirements are met and relevant clearance obtained
prior to settlement. Documents are to be returned to the respective Security
Documentation Officers for further action if compliance requirements are not met.
f) Returned or rejected documents from the respective Registry to be returned to the
respective Security Documentation Officers to urgently rectify errors or resolve outstanding
issues.
2. Searches
a) Ensure that a recent search is conducted prior to preparation of security documents and prior
to settlement at the relevant Registry. All searches (Titles, Deeds, Companies, Official
Receiver’s Office, MSAF and so forth) to be used for the preparation of documents are to be
less than a month when instructions are received.
b) Ensure that PPSR search is conducted prior to documentation and before loading of FDB’s
security interest on the Online Registry.
c) Ensure that Vehicle and leasing searches are conducted on the day the instruction is received.
d) Ensure that all due diligence is carried out prior to preparation of security and conveyancing
documents.
3. Security Documentation & Conveyancing
a) Responsible for the delegation or preparation and administration of all security documents
and loans between $10k to $2m.
b) Ensure that upon receipt of instructions and provided that all relevant details are on file,
security (and/or conveyancing) documents are drafted and ready for vetting within 2 days.
Documents are to be finalized and released to the relevant Bank Officers within a day after
draft documents are approved to be finalized.
c) Vets security documentations and agreements (loan exposure of $1,000,000.00 and below)
after preparation to ensure that security documents are prepared in accordance with the
letter of offer and relevant laws.
d) Ensure that loans are adequately protected by verifying the securities offered to the Bank.
e) Ensures that internal customers are updated regularly by the Team on the progress of
security preparation requests.
f) Ensures that the team attends to stamping requests, stamp duty exemption or refinancing
applications in a timely manner. These requests are to be attended to (i.e. documents
submitted at FRCS) within 2 days from receiving the request and a regular follow up to be
made via the Settlement Officer.
g) Cross check summary of securities completed by Security Documentation Officers before
final certification by the Manager Securities & Conveyancing. Proper control be in place to
finalize all outstanding matters to facilitate sealing of security packets.
h) Ensure that the security documentation team journalizes service fees in a timely manner as
per Bank policies and procedures.
i) Certification of leasing search reports following verification by subordinate Officers.
j) Corresponds and co-ordinates settlements with outside organizations in particularly law
firms, statutory bodies and Government Departments on matters relating to the Bank’s
security documents and ensure all settlement procedures as prescribed are adhered to.
k) Checks and has a proper control in place for the work carried out by security documentation
team. Ensures that subordinate staffs conduct their duties in accordance with the Bank’s
instructions/procedures and within the confines of the law.
4. BMS Updates
a) Approves BMS updates (loan exposure up to $1,000,000.00).
b) Ensure that security details are inserted correctly on BMS pre and post settlement and prior
to issuing Form 14-4 and 14.3 clearance.
c) Ensure that security information is updated correctly on BMS prior to filing security
information on PPSR for registration.
d) Ensure that status of PPSA affected documents is updated on BMS within a day of receipt of
registered notice on PPSR.
5. Stamping, Registration & Settlement
a) Ensures that security documents, transfers and other relevant legal documents are properly
stamped and stamped within the required timeframe.
b) Ensures that security documents are thoroughly verified and compliance in order prior to
registration under Titles, Deeds, PPSR and other relevant Registries.
c) Ensure that all compliance and are in order prior to SDO’s issuing instructions to Settlement
Officer to conduct settlement.
6. Consent
a) Ensures that relevant consent is obtained where applicable. This includes obtaining consent
to mortgage or transfer from Lands Department, Housing Authority, TLTB and other
Government Agencies to ensure that security offered to the Bank is enforceable over the
complete term of the loan.
7. Registration of Security Interests Under PPSR
a) Verify security agreements and load security notification on PPSR as and when Fiji PPSR
notice to review is received via email or when notified by Officers responsible.
b) Ensure that PPSA affected securities are loaded on PPSR at the time of Issuance of Form 14-4
or 14-3 clearance, checks and verifies security information before filing security notice on
PPSR as and when notice is received.
c) Verify and file security notification loaded on PPSR to ensure that security registration is
registered on time.
d) Ensure that all security information is uploaded correctly on BMS and physical information
correspond with Letter of Offer prior to filing PPSA affected security information on PPSR.
e) Ensure that proper record and registers are maintained for all registered documents received
and lodged at respective Registries.
8. Noting of FDB’s Interest at LTA & FSC
a) Ensure that relevant noting is carried out particularly LTA noting, FSC noting and any other
noting to ensure that the Bank’s interest is noted on vehicles and sugar cane farm loans.
8. Issuance of Security Clearance Forms 14-4 & 14.3
a) Authorize the issue of security Clearance Certificates (Form 14.3 & 14.4) for disbursement of
loan funds up to $500,000.00.
b) Ensure that authorization is allowed only when all compliance is in order.
9. Supervision and Administration Work
a) Submits Monthly Progress Report for pre & post settlement activities inclusive of PPSR
activities and other activities reports required by EXCO and Board on security
documentation.
b) Communicates Department’s plans to subordinates and motivates staff to achieve
performance targets.
c) Conducts weekly or fortnightly meetings with the staff subordinates to this position.
d) Assess and submit staff performance subordinate to this position and ensure that this is
submitted to Manager Securities & Conveyancing on time.
e) Provide regular feedback to internal customers as in terms of the progress of their
documents.
f) Coach, mentor and counsel staff in consultation with Senior Legal Officer and Manager Legal
Services where necessary.
g) Conduct and complete Training Needs Analysis for subordinates.
h) Conduct on the job training for the Security Documentation Officer, Legal Support Officer,
Settlement Officer, Search Officer and Vault Officer in consultation with the Manager
Securities & Conveyancing or as and when required by the Training Division.
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Qualification
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Diploma in Legal Studies from a recognized Institution. Computing skills/Literacy in Computing application and sound industry knowledge are preferred. A degree would be an advantage.
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Experience
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8 years’ relevant work experience in a Legal/Banking environment in similar supervisory role.
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Salary
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$36,450
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Term
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0
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Start Date
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9/22/2023
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End Date
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9/29/2023
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