Officer Floorplan Inspections at Absa South Africa

Job Summary

• To coordinate, plan & deliver day-to-day team tasks & activities in order to execute building services accurately & timeously in support of org. policy compliance through the execution of predefined objectives as per agreed SOPs

Job Description

Protecting the bank’s asset :  Conduct Physical Inspections at dealers as per the approved frequency

• Draw inspection lists of vehicles on a Dealer's Wholesale Finance account via the Geolock system to be aware of the vehicles that require inspection at Dealers floors
• Conduct a physical inspection of each vehicle by comparing or matching the details of the vehicle such as vin number, engine number, registration number, etc. to the details of the vehicles on the inspection list.
• Note the condition of the vehicle on the inspection report of vehicles that are found in an unsalable condition [i.e.: vehicles scratched, dented, windscreen damaged, etc.]
• Physically inspect vehicles that are not located on the dealer's floor and reported by the Dealer to be at a Third party premises [ i.e.: on consignment to another dealership or at service provider such as panel beater or fitment center ].
• The Dealer must provide proof if the vehicle is at the third party by obtaining letter from the third party confirming that the vehicle is on their premises for consignment purposes and that they are aware that the vehicle/s is financed with the AVAF Wholesale Finance facility or provide a job card in a case of a service provider.
• Verify ownership of vehicles by checking original Natis documents and compare the details of the original Natis to the actual details of the vehicle on the inspection list [ i.e.: vin no, engine number, registration number, etc.] and by checking that it is registered in the correct name [i.e.: the name of the dealership as the owner and the title holder]
• Plan and schedule routes appropriately by checking that each visit is unexpected by the dealer, by reshuffling dates and days and submit the route plan to the office on the first day of each month. Ensure that planned routes or visits to Dealers are not be known so that effective inspections may be conducted, non-routine visits.
• Email own route planning for the month to the Wholesale Finance Line Manager at the beginning of each month, thus enabling the Wholesale Finance office of one's whereabouts or location during the month.

Risk Management :  Sold Vehicles

• Verify vehicles reported "Settled" by obtaining proof of payment from the dealership e.g.: Deposit slip or copy of the Electronic Funds Transfer (EFT), and therefore being able to account for all vehicles on the Wholesale Finance Account
• Having performed inspections, make a note of all vehicles that are settled and email proof of payment obtained from the dealer
• Indicate on the inspection list the date on which a vehicle is delivered to a client by obtaining proof of a signed delivery note from the Dealer, so as to account for all vehicles on the Wholesale Finance Account.
• Bring to the dealer's attention all vehicles outstanding on their Wholesale Finance that have already matured and vehicles about to mature in the following month
• Ensure that proof of payment and proof of delivery is verified on all sold / delivered vehicles by indicating the date the vehicle was sold / delivered / settled on the inspection list.
• Ensure that all sold /delivered vehicles that have passed the payment frequency period is settled prior to you leaving the dealership [ Refer to addendum for the agreed process ]
• Back office staff must follow up on units marked as sold and ensure settlement within 72 hours from date of delivery. Non-compliance to be escalated in order to address with dealer immediately and not wait for scheduled next inspection.
• Identify and escalate possible risk to line manager immediately
• Report any irregularities to the regions and participate in decision making
• DPP Facilities must strictly be adhered to

People management :  stake holder engagement

• Act as a liaison between the Dealers and the Wholesale Finance & Dealer Relations department by handling queries and complaints from the dealer and resolving them timeously and or forwarding it to the correct person at the Wholesale Finance office
• Provide process and procedure training to Dealers (e.g. If an instability is detected at a dealer by an Inspector, take control of either Natis documents or Wholesale Finance Vehicles or both) with dealers who have defaulted [i.e.: not settling vehicles sold or using a Wholesale Finance vehicle for their own use, etc.], provided that it is in line with the terms and conditions of the Floorplan agreement and the Floorplan facility letter.
• Liaise with your line manager , Provincial heads and Business Development Officers on the manner in which the dealer handles the facility
• Discuss utilization -   Enquire on low or non- utilization and provide feedback to the business Analyst.

Compliance and Training

• Adhere to compliance requirements and complete all required training before due date

Ad hoc Support

• Provide ad hoc support where needed , this includes :
• Additional visits to dealer upon instruction from your line manager
• Assist with inspections in other areas when requested by your line manager.
• Assist with attaching of keys and papers at dealerships upon instruction from your line manager.
• Assist in attaching of vehicles from dealership upon instruction from your line manager
• Be prepared to rotate assigned areas for audit purposes upon instruction from your line manager
• Maturities discussions with dealer
• Discuss utilization of facility where facilities are not being adequately used
• Dealer leads provided – New Facilities or Facility value increases. New dealers.

Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.

Demonstrate prudence, sound judgement and appropriate and timely escalations in the management of all types of risk applicable to my role.

• Understand my role in the business end to end processes, including applicable risks and controls and how this improves the service we provide to our customers
• Adhere to Absa frameworks, policies and procedures applicable to my role, demonstrating sound judgement and responsible risk management, and when required highlight breaches and request dispensations & waivers on a timely basis
• Report all risk events/incidents/issues immediately upon discovery and escalate significant events/incidents/issues using the defined process for my business area
• Help to understand why risk events/incidents/issues happened and identify how to prevent them in future - focusing on fixing root causes and taking ownership of identified actions
• Proactively identify ways to improve the control environment by considering what could go wrong in the processes I operate and how errors could be prevented - focusing on fixing root causes and taking ownership of identified actions
• Complete all mandatory training to deadline

Education

• Further Education and Training Certificate (FETC): Physical Planning and Construction (Required)

Deadline:9th September,2026