Operations Officer Job Careers – UGAFODE Microfinance Limited (MDI)

Job Title:        Operations Officer
Organization: UGAFODE
Microfinance Limited (MDI)
Duty Station: Kampala,
Uganda
About UGAFODE:
UGAFODE Microfinance Limited (MDI) is a registered financial
institution in Uganda and is adherent to the Central Bank’s regulations and
guidelines and was founded in 1994 to provide quality microfinance services.
Job Summary: The Operations
Officer is mainly responsible for providing effective and efficient strategic
leadership in Branch Operations and managing / ensuring key relationships are
enhanced and maintained – clients, other head office departments, branch based
staff, BOU, internal and external auditors, etc.
Key Duties and
Responsibilities:   
Transaction Processing;
  • Monitor accuracy & speed in data
    capture of transactions by branches; ensuring call over of the days’ work
    is done.
  • Observe teller postings during the day to
    catch errors, breech of teller limits and idle times, ensuring real time
    processing of transactions and data accuracy.
  • Keenly monitor Overages and shortages GLs,
    ensuring they are declared to head office and also resolved/recovered
    within the 3month window as per policy.
  • Suspicious transaction monitoring,
    ensuring that reports are filed and source of funds reported by clients.
  • Snap check to ensure end of day balances
    are being spooled daily for business continuity in times of system
    failure, and cash spot checks for both teller and reserve are done and
    evidenced.
  • Tasked with the allocation and
    administration of system rights to branch staff to ensure segregation of
    duties and smooth flow of activities, with a continuous review of business
    processes so that the right people have the right access.
  • Recommend Operations staff leave in line
    with the succession plan for business continuity; ensuring job rotation is
    being done so that we have multi-skilled front line officers, with
    segregated duties and dual control enforced.
  • Keep updated reconciliation of key GLs
    used by the branches, and advise on long outstanding items. Bring
    anomalies to the attention of the Operations Manager.
  • Keenly monitor the cheque clearing process
    and implement posting module in BR; watch clearing days and ensure charges
    are captured and reversals and unpaid cheques are posted in a timely
    manner.
  • Tasked with monitoring and effecting
    standing orders as per customer’s instructions.
  • Processing salaries and money transfer
    instructions; EFT & RTGS with appropriate source documentation in a
    timely manner.
Treasury/Liquidity Management;
  • Monitor branch liquidity through their
    reserve balances and process cash replenishment requests as and when need
    arises.
  • Monitor insurance limits to see that they
    are not breeched; advise branches to bank in a timely manner. Recommend
    review with growth in business.
  • Review the General Ledger transactions for
    anomalies and ensuring narrations are correct and reversals are
    appropriately documented and authorized.
  • Spot check treasury register and strong
    room access registers to ensure they are balancing, supervised well and
    that dual control is being exercised.
  • Snap check to ensure that guards are used
    during CIT, alarm systems are engaged at the end of the day, and panic
    buttons are functional.
  • Collect cash certificates at the end of
    the month for our filing and ensure spot checks are evidenced. 
Financial Card enrollment and CRB;
  • Administration, custody and delivery of
    financial cards to the respective branches.
  • Monitor Financial Cards fees collections,
    ensuring that all cards issued have been charged, receive and dispatch
    cards from “Compuscan” to branches.
  • Monitor CRB fees collections ensuring that
    BR applications mirror CRB and inquiry charges are correctly collected,
    confirm invoices with finance before settlements are made.
  • Have branches up-date all applications
    missing in CRB in a timely manner, resolve any discrepancies. Manage the
    rights access for both CRB and Financial Cards, and dispute resolution.
MTN Mobile money, Air save and Money transfer Services;
  • In charge of monitoring of MTN Mobile
    money transactions, reconcile and follow-up discrepancies and queries with
    the MTN Mobile Money.
  • Maintain adequate e-float on all branch
    agent lines for them to ably serve clients; ensure excesses are sent to
    the head office commission line, and liquidation of e-float is done
    accordingly thereafter.
  • Monitoring Mobile banking; ensuring the
    smooth flow of Air save transactions, tracking complaints and resolution
    of queries in a timely manner.
  • Responsible for monitoring uptake and providing
    the branch teams with advice on the same.
  • Training of all branch users on PEGPAY
    enrollment processes, ensuring KYC is collected before sign up.
  • Work closely with IT and PEGASUS on
    rejected transactions and ensuring reconciliations are current at all
    times.
  • Liaise with DTB on settlements for money
    transfer; reconciling the accounts together with the finance team.
  • Engage DTB and risk and compliance on
    suspicious transactions and investigate appropriately when asked by the
    agent.
Compliance to policies and procedures:
  • Review process flows to ensure internal
    controls are sufficient and plug any probable income leakages.
  • Periodic branch snap checks and refresher
    trainings of all operations staff.
  • Review and close Risk, Internal audit and
    BOU audit issues, providing action plans in follow-up reports with
    corrective action.
  • Do skills gap analyses of each individual
    in the branch operations hierarchy to close gaps and promote efficiency.
  • Set and monitor inter-departmental SLAs to
    facilitate timely delivery and feedback, with escalation channels and open
    door policies.
  • Following up branches at the end of the
    day to see that they close business and in a timely manner without any
    obstacles.
  • Business continuity enforcement in cases
    of network /system failure; following up which branches to support and
    ensuring the work is posted and day closed.
  • Continuous review of the Operations manual
    to capture all the new products, services and changes in processes so that
    they are in line with the business.
Self-Development;
  • Develops and maintain own knowledge,
    expertise and professionalism.
  • Stays abreast with current developments in
    microfinance and banking industry including micro and macro environmental
    factors and trends, microfinance products and poverty eradication
    strategies through local and international networking activities.
  • Meets personal training and development
    needs through relevant professional associations and networks.
Qualifications, Skills and
Experience: 
  • The ideal candidate for the UGAFODE Operations
    Officer job opportunity should preferably hold a University degree with
    bias in Accounting and Finance 
    (with numerate subjects or Advanced school certificate standards
    including A and O level  with good
    mathematics grades)
  • Banking experience with financial institutions
  • Applicable Skills:
    • Demonstrated ability to plan,
      coordinate and monitor own and departmental work plan and handle heavy
      workload
    • Ability to work well under
      pressure and against conflicting deadlines.
    • Ability to act with
      initiative in all matters and handle confidential information with utmost
      discretion
    • Ability to adapt and work
      co-operatively and effectively with all managers and staff
    • Practical experience in Back
      office Operations.
    • Excellent interpersonal
      skills and communication skills.
  • Banking Compliance Regulations and
    Legal Legislation:
    • Basic knowledge of the
      Microfinance industry, products or services
    • Basic knowledge of related
      statutory and regulatory banking compliance regulations
    • Basic knowledge of Operations
      activities and products -lending, savings and other banking products and
      services
  • Accounting Experience and Training:
    • Work related experience and
      an in-depth background in accounting and supervisory skills.
    • Knowledge of general
      accounting, budgeting, and related accounting and record keeping systems
    • Previous exposure and experience
      in customer care, signature verification, and counterfeit detection
    • Intermediate experience,
      knowledge and training in branch operation activities, terminology and
      products and services.
    • Basic knowledge of the
      Microfinance industry, products or services
    • Basic knowledge of related
      statutory and regulatory banking compliance regulations
    • Basic knowledge of Operations
      activities and products -lending, savings and other banking products and
      services
  • Reporting and Communication:
    • Practical skills in drafting
      and maintaining minutes records, drafting correspondence and basic
      project progress reports.
    • Excellent interpersonal
      communication skills, as well as training and presentation skills.
    • Ability to handle difficult
      people and tense situations with diplomacy and tact
  • Basic Mathematical and Numeric Skills:
    • Ability to calculate
      interest, commissions, proportions, and percentages; balancing of
      accounts
    • Addition, subtraction,
      multiplication, and division in all units of measure using whole numbers,
      common fractions and decimals
    • Skill to locate routine
      mathematical errors
    • Computation of rate, ratio
      and percent including the drafting and interpretation of business
      financial reports and bar graphs
  • Personal Computer Operation:
    • Advance knowledge of micro
      office packages including data personal computer operation, word
      processing, PowerPoint presentation, and spreadsheet software programs
    • Excellent typing skill to
      meet reporting needs of the position
  • Other critical skills and abilities:
    • Excellent interpersonal
      skills
    • Energetic and ability to be
      active throughout and willingness to learn
    • High level of honesty,
      integrity and confidentiality
    • Excellent communication
      skills and high level of customer care
    • Willing to work long hours
      with minimum supervision
How to Apply:
All suitably qualified and interested candidates should send their
motivation letters and up-to-date CV via E-mail to: recruitment@ugafode.co.ug
(Please indicate the position you are applying for).
Address them to:
Head of Human Resources,
UGAFODE Microfinance Limited (MDI),
Silva Arcade, Plot 62 Bombo Road,
P.O. Box 30815, Kampala. Uganda
Deadline: 19th April, 2017

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