Branch Administrator - Edenvale at Absa South Africa

Job Summary

Overall job purpose

• To embed the Branch Control Effectiveness framework by ensuring all standard controls are implemented and monitored on a daily basis, while taking full accountability for the overall branch operations in support to the Branch Manager.

Job Description

Key accountabilities 

Accountability:  Branch Control Effectiveness

• Proactively manage the key General Ledger accounts including the investigation, rectification of unauthorized / incorrect entries and monthly reconciliation.
• Act as the independent control function for all functional and operational mandates and key / pin / access codes in line with Policy.
• Ensure and act as the primary coordinator regarding the execution/implementation of all operational risk and resilience related activities and standard operating procedures within the branch, i.e. Occupational Health and Safety, Business Continuity Management, Security Incident Management Plans, Robbery Contingency Plans, etc.
• Attest to key risk / management controls, via the various systems / platforms i.e. OMS.
• Perform / assist with independent / surprise / regulatory checks across the various key activities (i.e. cash counts, stock checks, etc.).
• Take full responsibility for all assigned tasks related to nominated “champion” and equipment testing / Safe Custody, alarm testing and adhoc functions as required.
• Ensure the branch colleagues are fully aware of all critical communications / policies and procedures published via bulletins, circulars and make sure that they implement/action accordingly.
• Proactively supports the Branch Manager and branch colleagues on fraud / syndicate awareness and loss prevention.
• Monitor trends, identify gaps and provide suggestions/interventions to improve trends on all Fraud and Operational Loss matters.
• Identify and address the overall needs of the branch in terms of improvements that are of priority.
• Ensure all cash management, self-service device controls are implemented and effectively monitored as per Policy and/or standard operating procedure.
• Identify gaps in the skill levels and knowledge areas pertaining to operations, compliance and operational processes and procedures and coach, mentor or train relevant staff to close gaps.
• Continuously evaluate and ensure content of training material/s are accurate and up to date and escalate appropriately if gaps are identified.
• Discuss “common errors” report with branches to ensure shared understanding of shortcomings, collaborate to identify root cause and put plans in place to eradicate errors on a sustainable basis.
• Provide Branch leadership with an update on all identified risks and controls ensuring a level of comfort through effective risk management.
• Conduct Control Effectiveness Assessments (CEA) as required and report on trends, overall status and collaborate with and enable outlet staff to close any gaps identified.
• Facilitate and support corrective actions on Management Assurance Review (and other assurance provider) findings.
• Track, monitor and control the closing of all open CEA and Assurance findings.
• Compliance / Product / Regulatory Training – Ensure the staff complete the required training by the stipulated timelines.
• Management/Exception Control Listings – Extract, scrutinize and action as per laid down procedures i.e. Same day pass rate, high risk transactions, fee waivers, etc.
• Operations Management System (OMS) - The key controls need to be assessed based on whether they are working as intended or suitable for the purpose they are designed for.  For any ineffective or lapse in the controls, remedial action needs to be taken and tracked until closure via OMS.

Accountability:  Branch Operations

• Software Releases – Keep abreast of up and coming system enhancements/production fixes, ensure that the quick reference guide is socialized with the colleagues and fully embedded.
• Ensure all branch security requirements are fully functional and coordinate all related support activities and controls, e.g. DVR.
• Align and implement physical security minimum standards as identified by Africa Security.
• Act as the entry point for all 3rd Party Vendors inclusive of tracking and managing of all service calls logged for software and hardware faults (i.e. CRES, IT, Provincial Offices, etc.).
• Ensure that the services provided by internal business units / processing centres / 3rd Party vendors are delivered as per the service level agreements.
• Initiate and implement cost-saving initiatives for example replacing of old equipment, monitoring of the cost of equipment and highlighting to line managers where costs are out of line.
• Validate the legality of all payments and journals by ensuring that the invoices are correct and has been authorised by the stipulated mandated officials.
• Be a Change Agent and ensure old behaviours or practices are replaced and in line with new requirements.
• Drive a culture of proactive risk and compliance management within the branch by clear communication, information sharing sessions and regular monitoring to ensure that the staff understand their responsibilities.
• Support Line Management with coaching of new staff on operational processes, systems, devices, risk and compliance.
• Analyse and monitor the overall risk management process for the branch through proactively identifying and reporting trends, recommending remedial action where appropriate.
• Responsible for reporting risk profile, RCA and actions for escalation to Regional risk forum.
• Ensure a sound risk and control environment is maintained within all SBUs in the branch.
• Create, Maintain user profiles as and when required and ensure alignment to the paper mandate and standard guidelines.
• Enforce and maintain appropriate segregation of duties between roles, functions and system capabilities as part mandate and user access management.
• Accountability:  Branch Support
• Coordinate and arrange all requests for system access business equipment (e.g. computer, laptop, cellphone, 3G and desk phone) for new recruits and recovery and contract cancellations for employees exiting or moving (where appropriate) within the organization.
• Establish, update and maintain a branch infrastructure record.
• Responsible for the co-ordination and fitting arrangements related to all Corporate Wear activities.
• Manage the stationery supplies and order levels appropriately for the branch and ensure controlled distribution.
• Where applicable, acts as the back up to the Branch Manager in smaller branches.
• Engage and partner with Branch Manager to close any procedural, capacity gaps and/or process/control failures identified in branches.
• Attend morning Imbizo’s, relevant meetings and actively engage on branch operational performance.
• Gather and analyse data, monitor trends and provide advice and/or solutions to Branch Manager.
• Make recommendations to branch/outlet Manager and put plans in place to ensure optimal capacity management and control.
• Act as the branch subject matter expert (SME) on all branch controls and operations by supporting branch management via Colleague coaching.
• Support Business Support team with tracking of system enhancements (new/upgrades) and ensure problems are logged, escalated to the relevant stakeholders and monitored until completion.
• Ensure branch readiness for system upgrades during software release windows (e.g. all device
• to remain on overnight, ensure software appropriately update, escalate failures, etc)
• Acts as the Center of Excellence (CoE) in the branch in terms of business risk and assurance requirements, ensuring alignment of new/revised processes, procedures and controls.
• Engage effectively with peers to ensure that the best practices from other branches are being taken into consideration and implemented.

Education

• Higher Certificate: Banking, National Senior Certificate/ Matric (Grade 12)