View Vacancy - Corporate Services Assistant A2, Helsinki (FIN18.181)

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 identity, 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Procurement

The British Embassy in Helsinki is part of a world-wide network representing British political, economic and consular interests overseas and is now looking for a Corporate Services Assistant.

The Corporate Services Assistant is an efficient and time management capable team member, responsible for the organisation of British Embassy Helsinki Procurement administrative procedures. The successful candidate will be responsible for ensuring the weekly processing of invoices, ordering and receiving goods and services, will act as the main contact point for Embassy suppliers, will deputise the IT Manager to ensure resolution of internal IT issues and also responsible for SharePoint involving the upkeep to data management and platform implementation.

Main Duties and Responsibilities

Procurement & Finance

  • Processing invoices for payment.
  • Processing payment registries for SEPA and WIRE accounts on a weekly basis.
  • Liaising with internal & external contacts on procurement and financial matters.
  • Issuing invoices from Embassy to external suppliers.
  • Supporting cash account management.
  • Training and supporting staff to ensure compliance to procurement procedures are followed.
  • Managing mandatory insurance policies for vehicles, buildings, visitors and staff travel.
  • Responsible for importation/exportation of tax free vehicles, including registration of Embassy vehicles.
  • Responsible for contract management (postal services, telecommunications, petrol, vehicles and uniforms), including negotiation of better services and better value for money.
  • Negotiating marker hotel prices on an annual basis.
  • Responsible for VAT refund applications to MFA and tax-free purchases for official use of the Embassy.

IT

  • Deputising IT Manager to ensure all IT issues/requests are resolved within a given timescale.
  • Owner and Power user of the Helsinki SharePoint site.

Other administrative and corporate activities

  • Ordering of stationery and other office supplies.
  • Other admin tasks as required.
  • Bachelor degree or equivalent in Finance/ Business Administration.
  • 3+ years of experience in related field.
  • Excellent written and oral communication skills in English and Finnish.
  • Previous budget and financial forecasting experience.
  • Strong analytical, planning, time management, and organizational skills.
  • Highly detail-oriented with ability to manage large volumes of data.
  • Excellent interpersonal skills and customer service experience.
  • Multi tasking, self motivated and able to work as a part of a team and independently.
  • Proficiency in Microsoft Office.
  • Strong working knowledge of MS Excel.
  • Proactive and flexible with a “Can do attitude”.
  • Previous IT experience including SharePoint.
1 May 2018
Administrative Officer (AO)
Full-time, Permanent
36.25
Europe, Eastern Europe & Central Asia
Finland
Helsinki
British Embassy
1
EUR
3017.39
1 June 2018

This is a full-time permanent contract of 36.25 hours per week. Working hours are Monday – Friday (9.00- 16.45).

The annual leave entitlement is 20 days, increasing to 25 days after one year’s service. Leave for temporary, contract or hourly-paid staff is also calculated on a pro-rata basis. The Embassy pays an annual holiday bonus. Embassy employees are entitled to a private medical scheme for basic healthcare services and to use the Embassy’s recreational facilities.

The appointment is subject to security clearance and the successful completion of a probationary period.

All applicants should have the right to live and work in Finland. The British Embassy does not sponsor for work permits.

Staff recruited locally by the British Embassy in Finland are subject to Terms and Conditions of Service according to local Finnish employment law and FCO guidance for Local Staff.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.