Monitoring Officers

PURPOSE

• To ensure the quality MF operations

MAJOR RESPONSIBILITIES

Operations responsibilities:

• Examine overdue and trend reports
• Review financial reports and provide the CEO with relevant and accurate reports as required for board meetings
• Conducts group meeting visits, passbook reconciliations, and physical verification of clients.

Monitoring responsibilities:

• False loans/loans disbursed without the knowledge of the borrower.
• Loans operated by staff – partly/fully.
• Instalments realized without entry in the passbook and are not deposited at the branch.
• Loans disbursed without approval.
• Loans disbursed to the same member at different branches.
• New loans disbursed to members with outstanding loans
• Trace/verify clients’ existence
• Loans disbursed by receiving overdue/advance realization.
• Verify if a client has run away
• Loan realized by another member’s instalment.

Loan papers monitoring:

• Randomly monitor all loan-related documents from the last visit to present visit. They also check the passbook and the clients physically.

Members Passbook reconciliation:

• The Passbook is the only document of clients. Monitor and reconcile passbooks with system generated data and find out if there is any discrepancy.

Savings Refund inspection points:

• False withdrawals.
• Attendance at group meetings where savings were requested to be withdrawn.
• Savings of members being used to offset loans of other members.
• How much savings withdrawn and how much adjusted.

Other check points:

• Monitor cash in hand position according to cash book and system ledger.
• Verify client’s guarantors.
• Verify BAO’s checklist of loan disbursements; whether the BAO is checking loan documents as per her responsibilities.
• Follow up on previous monitoring findings

Safeguarding responsibilities:

• Establish a safeguarding culture across all levels of the institution by implementing the safeguarding policy. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

EXPERIENCE

• At least 2 years of relevant work experience in a relevant/similar role
• Experience in financial services sector is an advantage

KNOWLEDGE, SKILLS & COMPETENCIES

• Knowledge and competency in related principles.
• Proficiency in management systems.
• Outstanding communication (written and verbal) and interpersonal abilities.
• Good team player with considerable leadership traits.
• Proficiency in MS Excel and other related software.
• Planning and organization skills.
• High degree of professionalism, maturity and confidentiality.
• Strong presentation skills.
• Strong analytical and problem-solving skills.
• Well organized and ability to act in a professional and ethical manner;
• Capability and willingness to take responsibility
• Highly developed sense of integrity, reliability and accuracy
• Willingness to work under pressure.

SPECIFIC EDUCATIONAL/PROFESSIONAL QUALIFICATION

• At least first degree
• Concentration / Major: Diploma/HND/Degree in relevant disciplines

Safeguarding responsibilities:

• Establish a safeguarding culture across all levels of the programme by implementing the safeguarding policy. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

EXPERIENCE

• Knowledge and experience in customer service
• Front office operations
• Knowledge in application Microsoft Word, Microsoft Excel.
• Experience: At least one year of Experience working in Microfinance/financial Institution

KNOWLEDGE, SKILLS & COMPETENCIES

• Knowledge of MS World, MS Excel
• Effective communication skills. Writing and reporting skills in English

SPECIFIC EDUCATIONAL/PROFESSIONAL QUALIFICATION

• Degree: Concentration / Major
• Related discipline