View Vacancy - Programme Support Officer – Finance, Procurement & Admin: India Prosperity Fund Portfolio Team
Main purpose of job:
Reporting directly to the Senior Finance and Procurement Manager, the jobholder will sit in the Central Portfolio Team of the Prosperity Fund in the British High Commission New Delhi. She/he will work with Senior Finance and Procurement Manager and other stakeholders across the UK network in India with responsibility for ensuring the portfolio of programmes under the UK's Prosperity Fund meet financial, procurement and admin standards, targets and reporting deadlines and are compliant with all relevant UK government rules. The programmes, which this post will support focus on areas of joint prosperity between the UK and India including; Financial Services, Ease of Doing Business, Energy and Low Carbon and Urban and Smart Cities. A technical understanding of these areas is not required.
The job holder will be responsible for undertaking core financial, procurement and admin related tasks as set out below and will be required to demonstrate a strong grasp of financial and procurement processes, good communication skills and ability to work across multiple teams and work areas. Proactive task management and managing others to meet tight deadlines is a core function of this job.
The role will support the Senior Finance and Procurement Manager to provide budgetary, procurement and admin related guidance and advice to the thematic programme teams and the policy and programme leads, this will include accurate up to date forecasting and spend profiles. This is crucial to the successful delivery of the programme and ensuring that the programme meets its financial and procurement deadlines for London.
The role will require to build and maintain relationships with a wide range of internal and external interlocutors running the different thematic strands, including key London stakeholders, particularly in the areas of finance and procurement.
Roles and responsibilities / what will the jobholder be expected to achieve :
Financial Management
- Ensure Finance Management systems and process are adhered to and are effectively implemented. These will include but not limited to:
- Maintain and regularly update a database of budget & forecast allocations and to input these on a monthly basis on the online system (Hyperion). This will require working with programme leads to determine financial data.
- Support monitoring of expenses and spends of the programmes. This will require the individual to challenge and quality assure invoices and to undertake spot check of admin costs.
- Analysis of transaction level reports including reconciliation/rectification of entries
- Maintaining and updating all Prosperity Fund (PF) Programme records pertaining to the Finance operations indicating the expenditure as well as profiles for each project to comply with audit requirements
Systems and Processes
- Work with the Senior Finance & Procurement Manager to identify systems and process level gaps and take appropriate steps to escalate/correct.
- To guide other team members and to implement best practises in financial and project management.
- Support in managing and monitoring programme allocations by coordinating the online functions of creating project, monitoring the spend and processing payments
- Liaising with Accounts Department to ensure prompt payment of authorised payment requests and ensuring payments are processed to suppliers
- Ensure accuracy of data inputs including monitoring P2P process and escalate where required
Procurement and Contract Management
- Support Senior Finance & Procurement Manager with day to day effective implementation of local procurement strategy and routine operations. These will include but not limited to:
- Coordinate with procurement and programme teams for online set up of suppliers and projects
- Manage and process invoices received from suppliers
- Coordinate/escalate supplier related queries on payments at post and with London
- Maintaining and updated all procurement and contract related documents for audit purposes
- Take initiatives to support the Senior Finance & Procurement manager in identifying process gaps and in developing and implementing robust procurement and contract management systems and processes.
- To coordinate with the Program team in updating & monitoring the project delivery tracker and to ensure compliance with timeline and escalate where required.
Monitoring
- Liaison with Program Managers on progress reports and financial reports, including checking and verifying supporting documents submitted. Bring to the notice of the relevant Programme Manager and Senior Finance & Procurement Manager on any discrepancies.
- To support the Senior Finance & Procurement Manager and Program team in preparation and review of finance and procurement documents & files for audit purposes.
Program Support including Admin
- Support implementation of any admin related routine work and new initiatives/events etc.
- Be willing to support larger BHC initiatives
- Support learning and development initiatives on finance within the team.
- Adopt a flexible approach to provide support across the team and the BHC where and when required.
Essential on arrival:
Bachelor’s degree in a relevant subject; 3 years of experience in - project management; experience in financial, procurement and contract management.
Computer Skills - MS Office, especially excel and word.
Desirable:
Experience in Grant programme and project management
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
For other than BHC candidates, salary will be INR 53,358 per month together with a 12% provident fund and 6% Special Allowance
Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs 500,000 floater cover for your immediate family.
The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance.
Around half of our work force is women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment.
This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCO has anywhere across the globe. We are aiming to make it the best.
TO APPLY
Please note applications without (a), (b) and (c) will not be considered.
(a) Completed the Online Job Application Form
(b) Complete the Motivation segment in the online application from (In Not more than 600 words)
(c) Attach a detailed CV
We will accept only online applications. Please send in your online applications by 16th September 2018 (Midnight).
- Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
- Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.
- The appointment will be subject to Police Verification and other checks including references, educational and professional.
We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.
PLEASE NOTE: JOB OFFERS FROM THE UK GOVERNMENT
The UK Government, including DiT, does not send unsolicited emails with job offers - either direct or through agents. Government vacancies are advertised on official websites in the UK:www.careers-civilservice.gov.uk or in India on the British High Commission’s website.
All British High Commission vacancies are filled through a competitive process managed by our Human Resources Section. You will never be approached directly by the High Commissioner with an offer of a job.
Some job scams falsely use the names and job titles of genuine High Commission staff. A genuine email from an official member of staff will always be sent from our official email address - @fco.gov.uk. It will never be sent from a hotmail or yahoo type email account.
This opportunity is closed to applications.
