Objectives
The Disbursement Registry and Records Assistant is primarily responsible for (i) receiving and registering disbursement applications (ii) determination of the completeness of borrowers’ requests in accordance with the Bank’s policies and procedures, (iii) verification of documentation. Under the supervision of the Disbursement Controller, the Disbursement Registry and Records Assistant works as part of a team responsible for ensuring timely disbursements of proceeds from Bank Group and co-financed projects in accordance with relevant loan and protocol agreements and Bank Group policies.
Duties and responsibilities
Receive disbursement applications sent to the Bank for payment;
Provide accurate and efficient data input service in disbursement registry;
Determine the completeness of the disbursement applications (ensuring complete banking details of the beneficiary, confirm applications signed by duly authorized persons etc.);
Update disbursement applications in SAP as additional previously missing information becomes available and ensure completeness
Create link between disbursement applications registered in SAP and electronic disbursement applications stored in the document management system
Create/maintain borrower, executing agency and supplier master data ensuring accuracy of bank account information;
Ensure effective transfer of disbursement applications between the registry and disbursement assistants/officers;
Manage the transfer of disbursement applications (by email) from 22 field offices and ensure prompt transfer to the document management system;
Ensure the completeness of disbursement applications received and registered in 22 field offices.
Develop/maintain a filing, archiving and document tracking system
Develop and maintain electronic filing system for key disbursement documents
Ensure the completeness, quality and accessibility of documents produced and received in the division;
Manage the division email box and shared document folders
Work with system developers to develop new functionality and enhance existing disbursement registration process
Ensure effective management of the archiving space assigned to the department
Any other duties reasonably requested by management.
Selection Criteria
Including desirable skills, knowledge and experience
A Bachelor’s degree or equivalent in information systems management.
A minimum of 5 years of relevant practical working experience.
Excellent working knowledge of Microsoft Excel and competence in the use of other standard software used in the Bank such as SAP, Word, Access and Power Point. A good knowledge of Capture Perfect software and records system software (DARMS- IBM FileNet) will be an advantage.
Working experience using a centralized data management system in a large and busy archiving environment.
High level communication and organisational skills
Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
Strong analytical skills, with strong numerical ability, and great attention to detail.
Good interpersonal skills and ability to provide feedback.
Interested and suitably qualified candidates should visit AFDB’s Career Page
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