View Vacancy - KL - Programmes Finance & Administrative Officer, B3(L)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Policy & Political roles)
Political

Main purpose of job:

Background - The British High Commission in Malaysia maintains and develops relations between the UK and Malaysia. We represent the British government in its relations with the Malaysian government and present British policies to the Malaysian government and to Malaysians. We report and explain Malaysian policies to the British government and support British interests as well as coordinating the political, economic, environmental and commercial activities of the British government. With nearly 16,000 Britons living in Malaysia and over 401,000 visiting every year, the High Commission supports British nationals if they need assistance.

As part of our UK-Malaysia policy and programmatic partnerships, we deliver economic policy objectives, and colloboratate on a number of programmes to support UK-Malaysia mutual prosperity. Your role will provide effective and efficient programme/project and financial administration support to the Prosperity and Economics Team at the British High Commission Malaysia. In doing so, contributing to the delivery of results in line with the High Commission’s Country Business Plan; the Foreign, Commonwealth and Development Office (FCDO) Integrated Review objectives in the Indo-Pacific, and particularly in ASEAN.

Day to day, the main purpose of this job is Financial & Administrative support for,

  • Multi-year Prosperity Programmes (Future Cities, Better Health, Low Carbon Energy, Economic Reform, Skills for Prosperity, Business Environment).
  • In-Year Official Development Assistance (ODA) and non-ODA projects (between 10 to 16 short term projects).
  • Contributing to corporate compliance and reporting for the Prosperity and Economics Team.
  • Delivery of all the above requirements in line with the FCDO Programme Operating Framework, and other corporate policies, rules and guidance

Roles and responsibilities / what will the jobholder be expected to achieve?

  • Working together with the Programme Managers and the Head of Prosperity & Economics Team to manage programme financial reporting. This includes: preparing set-up of new activities with the Financial Hub in Manila (the FCDO’s regional corporate hub), updating budgets, monthly financial reporting, Official Development Assistance reporting, quarterly financial reporting, and monitoring financial risks.
  • Procurement and contracts management support: provide support to programme managers on procurement processes and managing contracts across the team.
  • Participate in programme meetings where relevant, take notes, and do follow-up actions.
  • Develop mechanisms to monitor spend vs. forecast, regularly reviewing spends, looking at value for money (VfM) and challenging where necessary.
  • Provide support on analysing financial submissions from project partners across the programme portfolio.
  • Keep abreast of FCDO programme spend rules and guidance to ensure spending compliance – such that components level risk registers and results frameworks are in place and value for money is optimised.
  • Administrative support: arrange meetings and events for team – including webinars, presentations, programme board meetings, and away days.

Resources managed (staff and expenditure):

Supporting Programme Managers and Technical Advisers with the financial monitoring, analysis and reporting of multi-million pound multi-year programmes, and In-Year ODA/non-ODA projects.


 

Essential on arrival:      

  • Fluent written and spoken English and Bahasa Malaysia;
  • At least 2-3 years experience with project financial management and administrative tasks. Meticulous with monitoring and reporting;
  • Strong knowledge in IT applications and Microsoft Office, including spreadsheets/graphs, and use of infographics for reporting;
  • Evidence of self-motivation, professionalism and the ability to work under minimal supervision;
  • Evidence of adaptability and ability to prioritise against competing, challenging tasking.
  • Good interpersonal and multi-tasking skills/aptitude.
  • Graduate with university degree relevant to the job.
  • Working experience with international projects/programmes; experience with corporate consultants or multilateral organisations will be an advantage.
  • Understanding of FCDO finance requirements will be an advantage.
  • Basic understanding of the UK, British Goverment, particularly the FCDO, and the British High Commission.
30 September 2021
Executive Officer (EO)
Fixed Term, Full-time
36.25
6 months
Asia Pacific
Malaysia
Kuala Lumpur
British High Commission
1
MYR
MYR 6,500
1 November 2021
31 March 2022

The role being advertised is a fixed-term contract of 6 months (subject to actual start date) (to 31 March 2022 only) in Kuala Lumpur.

We are looking for a candidate who can preferably start ASAP.

The British High Commission offers a competitive remuneration package, benefits, leave entitlement of 20 days per annum (calculated on pro rata basis) and works hard to provide L&D opportunities to staff.

Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British High Commission are subject to Terms and Conditions of Service according to local employment law.

You must have the right to live and work in Malaysia. No accommodation or relocation expenses are payable in connection with this position. 

Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.   

Learning and development opportunities (and any specific training courses to be completed):

The British High Commission offers a competitive remuneration package, benefits, leave entitlement of 20 days per annum (calculated on pro rata basis) and a range of learning and development opportunities including courses, access to significant on line training materials and on the job learning and development opportunities.

The Foreign, Commonwealth and Development Office is committed to developing its staff, working hard to provide a comprehensive L&D offer. Staff have access to a wide variety of online resources through the Diplomatic Academy and Civil Service Learning. Staff are strongly encouraged to take advantage of all the available opportunities.

The job-holder will be required to take some specific training courses related to their role. All new staff undertake a workplace induction and there are a number of mandatory e-learning courses covering areas such as diversity, health and safety, and information management.

In addition to formal training, collaboration with a wide range of colleagues will deliver on-the-job learning experiences, including

  • Working in a diplomatic mission;
  • Understanding how UK international development assistance is managed / implemented;
  • Understanding effective programme management (including Monitoring, Reporting, Evaluation, and Learning).

Working patterns:

The British High Commission (BHC) Malaysia supports and promotes flexible working.  The standard working hours for the BHC are 8:00am to 4:30 pm. This job is suitable for flexible working patterns. Some evening and weekend work is required on occasions. British High Commission Malaysia Standard Terms and Conditions apply and provide for time outside of working hours to be compensated through Time Off In Lieu.

Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline”.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen. 

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core competencies listed above. Unsuccessful candidates will be notified via the system in due time. 

Indicated start date is provisional and subject to successful completion of reference and security checks.

Kindly check your application centre or email regularly for any update on the status of your application.

To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

Please note that we currently have 2 similar Short-Term B3 vacancies (Temporary Programme Officer and Programmes Finance & Administrative Officer). If you are interested in either opportunity please submit an application for both.

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.