View Vacancy - DXB - Finance and Procurement Assistant (AA)

The British Embassy Dubai has a vacancy for a Finance and Procurement Assistant on a fixed term contract of three (3) years.

The jobholder will be working closely to consolidate and deliver the effective administration process for finance-related functions. They will be expected to deliver excellent customer service to both internal and external stakeholders in line with the Foreign, Commonwealth and Development Office’s (FCDO) financial policies and objectives, and demonstrate the resilience in their work. 

Duties and responsibilities:

• Generate monthly utility bills (electricity, water) from internet and process payments. Keep a master record, validate monthly invoices, and ensure that payment is cleared before due date. Update actual figures on the Monthly Utility forecast file.
• Oracle database requisitions and recording procedures (P2P). Raise requisitions and receipting.
• Maintain record of mobile phone numbers and users. Maintain a record of all the Embassy’s service subscription numbers and users. Coordinate closely with IT and Etisalat team to run a smooth and timely process. Ensure to arrange a monthly payment before the due date.
• Establish and maintain a relationship with the Global Transaction Processing Centre’s Accounts Payable (GTPC AP) team to run the monthly utility payments smoothly.
• Responsible for managing the diplomatic bag Incoming & Outgoing efficiently; deliver the communication part effectively to the respective officers.
• Responsible for administration work, including updating crisis telephone list, updating In/Out board, and business card requirements.
• Be the central point for any supplier or payment related inquires in Finance mailbox.
• Support the team on all other general administration work related to finance.
• Manage the UAE Finance Mailbox and Tracker. Assign tasks to the concerned team member, regularly monitor the mailbox/ tracker and ensure that high priority emails are flagged to the UAE Finance Manager.
• Participate in the Embassy’s emergency planning process and assist as required in responding to any crisis.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

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.
• Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support. 

Eligibility:

• Applications will only be considered from those who are currently residing in the UAE and with a current and valid UAE resident visa. Applicants will be asked to provide evidence of their UAE resident visa/ Emirates ID as part of their application.
• Applicants must be available in a full time capacity.
• Applicants must be able to obtain a valid UAE police clearance certificate.

• Demonstrated ability and experience in an administrative support position.
• Familiarity with using Oracle-based programmes (P2P). Strong MS Excel skills.
• IT literate and well versed in other Microsoft Office applications (Outlook, Word, PowerPoint, Teams)
• Fluent in English, both verbal and written. Able to express ideas and messages clearly and concisely.
• Demonstrated initiative, adaptability, and the ability to work flexibly both in a small team and individually.
• 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.
• Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines and maintain close attention to detail.
• Excellent interpersonal skills and ability to develop and maintain a range of contacts to build effective working relationships.