View Vacancy - Assistant Scottish Affairs Officer
Main purpose of job:
This part-time role will join a four-person team leading on all aspects of the Scottish Affairs Office’s finance, as well as carrying out office management tasks and supporting the Scottish Affairs Officer – Communications and Diaspora Lead.
The jobholder will be responsible for proactively monitoring spend and advising on financial processes, ensuring that all budget requirements are completed to deadlines. The jobholder will also provide communications and research support to the Scottish Affairs Officer – Communications and Diaspora lead and will act as office manager, delivering administration and ad hoc logistical support to the team.
Roles and responsibilities / what will the jobholder be expected to achieve?
Budget lead (40%) :
- Monitor spend in Scottish Affairs Office budget, proactively highlighting overspend and underspend.
- Act as main point of contact for Scottish Affairs Office with corporate services team in Scotland and locally in Ottawa on all budget issues and provide advice on financial processes to the Scottish Affairs team.
- Send monthly budget returns to corporate services team in Scotland to accurately outline office spend to date, explaining any variances.
- Process all invoices in a timely manner and carry out journals as required between budget lines.
- Update budget guidance and answer ad hoc returns/requests
Communications and research support (30%):
- Support the Scottish Affairs Officer - Communications and Diaspora Lead as directed to include tasks such as schedule and research relevant tweets for the upcoming month.
- Carrying out weekly media monitoring on behalf of the office and conduct research and information gathering for the office.
Operations lead /office manager (30%):
Proactively lead on management of the office, which includes but is not limited to:
- Setting up calls, managing the Scottish Affairs generic email inbox and ordering office stationery and equipment.
- Management the Scottish Affairs Office’s Teams site, ensuring it is organised, up to date and documents are filed in an logical way.
- Management of the central databases, stakeholder lists, activity tracker and ensuring they are kept up to date. Provide logistical support at events (in person and virtual).
Essential qualifications, skills and experience
Essential on arrival:
- Working within guided parameters, used to demonstrating sound judgement as well as knowing when to escalate issues and seek advice.
- Skilled in using Excel and ability to learn how to use different operating systems
- Ability to be flexible, prioritize requests and adapt positively to feedback.
- Ability to lead and progress pieces of work independently and proactively, as well as being a good team player.
- Proficient in communicating effectively and transparently with team members.
Level of language required: French – ability to process information from French speaking vendors
Training will be required to use Scottish Government finance systems.
Must have the legal status to live and work in Canada. No accommodation or relocation expenses are payable in connection with this position. You must have or be able to obtain a local work permit.
Staff recruited locally by the British High Commission are subject to terms and conditions of service according to local Canadian employment law.
Employment offers are subject to successful clearance of pre-employment checks. Only short-listed applications will be called for personal interviews.
The British High Commission is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.
This will be a part time post and working days will need to match working days of part time Scottish Affairs Officer – Communications and Diaspora Lead.
This opportunity is closed to applications.