View Vacancy - LB - Finance and Procurement Officer (AO)

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Finance

The British Embassy in Beirut has a vacancy for the position of Finance and Procurement Officer, job grade Administrative Officer (AO).

 Main purpose of job:

 The jobholder will support Corporate Services team in Finance and Procurement processes as well as ensuring that post is in line with audit requirements and compliant with One HMG  guidance and policies. 

 Roles and Responsibilities:

Budget Management and Forecast amendments

  • Supporting Finance Manager to input budget and forecast changes into Hyperion
  • Liaising with budget holders to collect data and changes in forecast.
  • Preparing analysis and commentaries to support Finance Manager for decision related to budget and forecast.

 Financial Compliance

  • Reviewing the Financial scores and coordinating with our Global Transaction Processing Centre, UK invoices team and budget holders to clear Invoices on hold, Retrospective Purchase orders, Open Purchase Orders, Un-reconciled Global Procurement Cards transactions, Activity Recording and Goods Received Not Billed.
  • Ensuring financial scores are green and any exceptions to this are supported with supporting background.

 Invoices and query management

  • Handling invoices and payments queries and referring those to the Global Transaction Processing Centre appropriately.
  • Providing advice to queries received from Staff and suppliers.
  • Being the first point of contact with our Global Transaction Processing Centre.

 Reporting

  • Sending expense reports for Partners across Government.
  • Issuing financial reports/analysis/comments to the finance manager.

 Cash Management / Funding Profile

  • Preparing analysis and calculations to forecast the funding profile on yearly basis.
  • Following up with section heads their cash requirements for the year and submit it to Finance Manager and then to the Finance Hub.
  • Supporting Finance Manager to ensure all the elements are factored in the cash funding profile for post.
  • Handling queries related to Cash funding profile.

 Manual Journal Request

  • Preparing manual journal forms for entries that cannot be corrected through the purchase to pay process.

 Bank Account Management

  • Monitoring Bank Accounts balances and ensure reconciliation.

 Overseas Accounting Return- Yearly

  • Preparing data required for Overseas Accounting Return in December and March and submit for Finance Manager for approval and then to the Finance Hub.

 Procurement

  • Managing Suppliers contracts with a total value less than £25K.
  • Working with the Regional Procurement Hub for Post to comply with the FCO Procurement policies and guidelines.
  • Working with the different teams at Post to monitor supplier performance based on agreed KPIs.
  • Reviewing all the supporting documents of a Supplier Maintenance Form and submit to Head of Corporate Services for approval.
  • Working with the Regional Procurement Hub and Embassy sections on opportunities for framework agreement and cost savings initiative.

 The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK Citizens.

Key behaviours required

  • Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
  • Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
  • Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
  • Seeing the Big Picture - Understand how your role fits with and supports organisational objectives. Recognise the wider Civil Service priorities and ensure work is in the national interest
  • Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback

Knowledge & Skills:

The successful candidate will have excellent communication skills as well as being a strong team player with partnering skills with a diverse range of customers. This is a high-paced role and you will need to be resilient in order to deliver high standards of service in a challenging but rewarding environment. We are looking for someone that can demonstrate:

  • Integrity
  • Honesty
  • Objectivity
  • Impartiality

Essential:

  • Holds at least a bachelor’s degree in Accounting, Business Administration, Finance or related field.
  • A confident communicator with excellent communication skills in English and Arabic, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
  • Numerate, reliable and able to work under pressure and on own initiative following compulsory rules and procedures.
  • Excellent interpersonal skills and ability to develop and maintain a range of contacts to build effective working relationships.
  • Demonstrates a collaborative approach to colleagues and stakeholder partnerships. Proven ability to engage at all levels internally across Embassy teams and with external stakeholders.
  • Excellent customer service skills. Demonstrates courtesy and consideration in dealing with internal and external stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
  • Resourcefulness in solving problems and demonstrates good judgement. Proven ability to rapidly re-prioritise work depending upon the situation. Ability to understand competing priorities and make judgement calls on when to use own initiative to deal directly with issues and when to consult before taking decisions.
  • IT literate and well versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams)

 

  • Previous finance/ procurement experience, with a minimum of three (3) years' experience in a structured organisation.
  • Familiarity with relevant UK government processes in procurement and/ or accounting processes, systems, and policies.
Seeing the Big Picture, Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace
29 September 2022
Administrative Officer (AO)
Fixed Term, Full-time
40 hours gross per week
12 months
Middle East & North Africa
Lebanon
Beirut
British Embassy
1
USD
1,958
31 October 2022

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

  • Receive the appropriate level of security clearance;
  • Have (or be willing to obtain) the right to live and work in Lebanon. Candidate's residence permit and work permit, and the expense to obtain them, will be their own responsibility.

Working hours and remuneration:

The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non-negotiable salary of $1,958 per month. However, for third country nationals and UKB staff spouse/partners employed by the Embassy, you are not liable to pay Lebanese income tax, your salary will be abated by an amount equivalent to the Lebanese tax that would otherwise be payable (if appropriate).

 We offer a competitive package in line with local labour law, including transport, family, educational allowances, and medical insurance coverage, performance related bonus, and opportunities for job related training & development, etc. There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.

 The Embassy is committed to ensuring that you are able to maintain a suitable work-life balance. Annual leave entitlement is 20 days plus 14 public holidays (on a pro rata basis).

 Conditioned working hours are 40 hours gross per week. Some flexibility in working hours will be permitted subject to negotiation and agreement. The successful candidate will be required to attend set weekly meetings and some internal and external events possibly after working hours.

 This position is for a full-time employment, on a fixed-term contract basis for twelve (12) months.

 The successful candidates will be subject to a 90-day probationary period. The appointment is also subject to satisfactory local and UK security clearances.

Application process:

Interested candidates must attach 1) an updated Curriculum Vitae (CV) and 2) a covering letter/ motivation essay stating how you meet the requirements of the role, and 3) examples, in the relevant sections of the online application form, of how you meet the key behaviours required.

 Applications that do not include this information will not be considered.

All applications must be received before 23:55 (Beirut local time) on 29th September 2022.

Applications received after the stated deadline will not be considered.

The start date mentioned in the advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

 The British Embassy Beirut is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of Service according to local Lebanon employment law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.