View Vacancy - BK - Resource Manager B3 (L)
Main purpose of job
The British Embassy in Bangkok is part of a global network providing a full range of consular assistance and services to British people in Thailand, in line with the FCO’s published Consular Guidance and Customer Charter, Consular Services Strategy, local procedures, guidance and performance standards.
As part of the Consular management team, the main purpose of the job is to effectively manage resources, including the office assets, section budgets, external funding sources, Consular use of Embassy funds and benevolent funds. Engagement with internal FCO and external stakeholders is an important aspect of the role to maximise effectiveness along with a proactive and creative approach to problem solving. The role holder will be responsible for building financial capability within the section and providing ad-hoc support to colleagues.
Success will be demonstrated through the efficient facilitation of frontline consular work, enabling the delivery of consistently high levels of service whilst adhering to all relevant procedures and guidance.
Roles and responsibilities
Overall responsibility for financial support
1. Maintain a record of cash transactions via Prism and Casebook regarding Distressed British Nationals and Prisoners, keep a log of daily deposits.
2. Ensure robust process for case officers to manage and update Prisoners’ offline records, flag up any issues as required.
3. Facilitate contingency access to financial support for Consular team at the Embassy when away from the office.
4. Manage Consular Imprest of THB 200,000
5. Liaise with Prisoners Abroad for any outstanding payments and PA refunds on a quarterly basis
6. Work with Consular Assistants during quarterly PA postal orders, liaise with Corporate Services Team and banks if necessary
7. Provide advice to Consular colleagues in Bangkok and London regarding financial assistance available to customers and ensure that all processes are accurate in accordance with FCO guidance.
8. Provide advice to Consular colleagues in Bangkok and London regarding procurement and quotations to ensure value for money, periodically reviewing local cost guides. Establish and enforce proper accounting methods, policies and principles.
9. In partnership with external audit requirements participate in financial audits and investigation as required.
Management and administration of Consular Benevolent Funds
1. Manage a Charity Cash box holding a cash amount required to ensure service delivery circ 20,000GBP
2. Maintain records of Charity Fund transactions via Charity Cash box and bank transfers/deposits
3. Monitor Charity bank accounts including updating bank books, arranging bank signatories, bank transfers, opening/closing Charity bank accounts
4. Act as Secretary to the Charity Committee, arrange routinely meetings, produce reports and meeting minutes and keep track on action plans
5. Engage and maintain relationship with external donors/stakeholders, produce reports to donors/stakeholders when necessary
Management of Consular Budget
1. Work closely with Vice Consuls to profile and forecast monthly and yearly budget spend.
2. Oversee VPF and UTR spend ensuring these follow all financial procedures including value for money.
3. Work closely with Head of Section and Corporate Services Manager to monitor Consular devolved budget and business planning on a monthly basis, checking actuals against forecast and flag up any underspend/overspend issues if arise.
4. Support the Honorary Consuls regarding all finance related matters including their monthly expense claims, mileage recordings and finance training
5. Work with the Prevention team to profile and forecast monthly and yearly budgets through local planning and regional engagement. Check project expenditure against forecast and flag up any underspend/overspend issues as they arise.
6. Provide financial training and support for colleagues within the Consular Section as necessary. Act as a point of contact for ad-hoc financial queries from the section.
Projects and Engagement
1. Work closely with Management Team to develop projects and bids for Consular Programme Fund (CPF) by providing financial planning advice throughout the project cycle, monitoring and reporting delivery to ensure value for money.
2. Provide financial planning advice throughout CPF projects including budget profiling, monitoring and reporting
3. Manage visitors to the Consular Section, including developing their programmes, engaging stakeholders, handling internal communications, optimising impact for APAC, and providing logistic support if needed.
4. Identify key FCO and external service providers for opportunities to build partnerships, enhancing the delivery of consular services and facilitating frontline Consular work.
5. Review supplier and preferred partner performance ensuring they provide value for money, meet FCO requirements and the needs of the Consular section.
Office Management and Operational Delivery
1. Correlate and analyse monthly performance data for the section including finance information forecasting against agreed performance figures
2. Review and highlight any risks to performance achievements to the Management team.
3. Together with Head of Operations, manage the business continuity plan ensuring the consular operation can be maintained remotely from the office if required e.g. in times of crisis.
4. Maintains office services by organizing office operations, ensuring the team have the correct infrastructure to deliver the operation. Ensuring administration and procedures are in place to ensure organizational effectiveness, efficiency and safety.
5. Responsible for Section Procurement (Government Procurement Card holder) on behalf of the section, which includes dealing with suppliers, the Corporate Services in Bangkok, the Global Transactions Processing Centre (GTPC) in Manila and the UK, ensuring all purchases and payments are completed accurately and by the due date.
Business Continuity and Resilience
In crisis /emergencies work as required to support Embassy response (sometimes on a shift pattern working unsociable hours). Responsibilities include:
1. In times of peak operational demand, work flexibly within the section including in operational management roles
2. Deputise for members of the management team as required.
3. Take a leading role in ensuring Consular team’s office services are maintained in times of crisis/emergency
4. Support the Embassy’s overall logistical response to crisis as a leader of Post’s crisis logistics team.
Essential on arrival
- Good self-management and organisational skills with the ability to work at pace and prioritise, managing a sometimes heavy workload;
- Experience of working in challenging, stressful situations, demonstrating a high level of resilience;
- Excellent communication skills, approachable, empathic with enhanced customer and listening skills;
- Sound judgement, critical thinking and problem solving skills using procedures and guidance;
- Flexible, resilient, and able to deal work unsocial hours in an emergency;
- Proven experience of displaying a high level of discretion and responsibility;
- Ability to liaise with and manage external stakeholder relationships;
- Experience in completing timely and accurate written information in English;
- IT proficiency (MS Office (particularly Excel) and Outlook) and ability to learn FCO systems;
- Accounting or similar experience.
- Experience of living in or understanding of the United Kingdom, British people and culture
- Experience using financial management and auditing tools (e.g. Oracle)
- Experience in a cash handling role
- Line management experience and knowledge of budget management
- Previous experience in Consular services or another support organisation
- Ability to write and speak Thai
Resources managed (staff and expenditure):
- Accountable for daily oversight of Imprest/cashbox/budget
- Line management of up to 4 x A1s (tbc)
- Administration of Consular Benevolent Funds
Learning and development opportunities (and any specific training courses to be completed):
The British Embassy Bangkok encourages all staff to develop their capabilities, through both formal training (courses) and informal (job-shadowing, coaching, on-the-job training etc.). The majority of our formal L&D opportunities are drawn from FCO resources. All staff are encouraged to share their skills and experience with colleagues, through informal training (‘lunch & learn’) or coaching/mentoring. All staff are eligible for 5 L&D days a year.
Please note that there a number of mandatory courses that must be completed successfully before commencing normal work and again on a regular basis.
Working patterns:
Full time role (36 hours/week). Flexible working hours are available (Embassy core hours are 1000-1600 Mon-Thurs and 1000-1300 Friday). Remote working occasionally is also possible.
Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline”.
Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.
Indicated start date is provisional and subject to successful completion of reference and security checks.
To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.
Reminder for existing Embassy staff who will be interested to apply:
Along with the completed online application form, candidates should upload their last two years End of Year Appraisals if applicable. If applicants have been employed for less than twelve months, they will need to provide permission from their Head of Section to apply and should attach this to their application.
Guidance on completing competency based application forms and sitting Interviews can be found on the BE Website and also on the Civil Service Learning portal, Virtual Ashridge portal and Goodpractice.net (both accessed through the CSL). Staff are strongly advised to refer to these.
We recommend all applicants to understand the Civil Service competences before applying for any role and in preparation for interviews. For more information, you can visit our website - https://www.gov.uk/government/world/organisations/british-embassy-bangkok/about/recruitment.
Kindly check your application centre or email regularly for any update on the status of your application.
British Embassy Relocation
In late 2019/early 2020, the Embassy will be moving from the current premises on Wireless Rd to new accommodation in the Sathorn area.
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, 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.
Embassy Vision and Values:
VISION: What do we want to build?
A better, safer, more prosperous world for Britons and Thais alike.
MISSION: How will we achieve this?
By championing UK values and delivering tangible benefits to individuals, businesses and society: through quality service, effective partnerships and local expertise.
VALUES that underpin our work
Courage: In our approach to our work: supporting innovation, creativity and taking calculated risks in solving problems; encouraging challenge and welcoming diverse perspectives; honesty in acknowledging and learning from mistakes.
Ambition: In the challenge we set ourselves: Striving to be excellent in the quality of service we deliver; inspiring our teams, colleagues, customers and stakeholders; passionate about our purpose.
Generosity of Spirit: Kindness in our daily actions and conversations; openness to differing cultures, ideas and opinions; understanding of differing styles and honest mistakes to build a culture of support.
This opportunity is closed to applications.
