View Vacancy - Finance Assistant

The Finance/Management Assistant is responsible for carrying out the day-to-day accounting and general administrative functions and tasks detailed below under the supervision of the Post Accountant, as part of the Corporate Services Team’s (CST) goal to provide a first-class service in support of Embassy staff, their Sections and the Embassy’s wider objectives under the Country Business Plan.

Roles and responsibilities:

Manage own time and workload effectively in order to deliver on the following roles and responsibilities of the job in line with the Corporate Services Charter:

-Finance

• Timely and accurate processing of local payments through the online banking system.
• Prepare cheques, obtain proper signatures in cheque book/vouchers, send payments to banks, log/replace cancelled cheques, monitor prompt collection of cheques.
• Assist with invoice processing, revision of weekly payment registers and liaison with Finance Team in London (CSC).
• Support the Accountant with End of Month closures and assist with maintaining records for audit purposes.
• Keep suppliers list up to date with accurate bank information. At the same time, maintain bank accounts in the HSBC system.
• Copying and providing information on payment issues, to request proof of payments to CSC, monthly rates of exchange, consular receipt log book.
• Active contribution as a member of the Finance Committee.
• General support to Accounts section: answer finance queries to staff/suppliers, provide advice when required, assist on account issues, customer service.
• Provide proactive training of staff, especially new staff and finance champions.
• Provide effective cover for the Accountant during absences.

-Core Prism Requisitioner /Receiver

• Core Prism User, raising Requisitions and Receiving goods and services on Prism, and providing back-up as required.
• Keep abreast of any changes to Prism Chart of Accounts.

-Management /Other

• Translation of e-mails (Spanish/English and vice versa), as required.
• Prism Requisition training & support.
• Back-up Receptionist.
• Back-up Stationery Officer.
• Other ad-hoc tasks as required by the Head of Corporate Services or the Deputy HCS.

-Learning and Development

• Develop and implement an effective and relevant personal Performance Development Plan (PDP) as part of the annual appraisal cycle.

-Corporate

• Active participation in the Embassy on a corporate level, including crisis and other corporate activities.
• All employees in the Embassy network are expected, as part of their job to contribute towards the corporate activity organisation.

• Degree or equivalent in Business Management, Finance Administration or other related and relevant field; experience in project management.
• 2+ years professional work experience in Finance Administration, Customer Service or General Management in medium sized or large companies.
• Good  Finance and IT Skills: Excel, Word, Outlook and PowerPoint.
• Excellent communication skills / customer service.
• Adaptability to work with other teams, some overseas.