View Vacancy - Office Manager (Finance Officer) - Washington DC

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.
Other British Government Departments (Partners across Government, including UK Visas)
Northern Ireland Bureau / Northern Ireland Group / Invest Northern Ireland

Main purpose of job:

The Northern Ireland Bureau is the diplomatic mission of the Northern Ireland Executive in the United States and Canada. Its main purpose is to cultivate and strengthen links between various political, economic, educational, and cultural interests in Northern Ireland and North America. It also serves as a resource for individuals and organisations looking to learn and understand more about Northern Ireland, and about its relationship with the United States and Canada.

Based in Washington DC, this is a key role in the Bureau’s management team, reporting to the Deputy Director.

We are seeking a reliable and dynamic candidate with sound experience of finance, governance and management and the ability to quickly learn new systems. Candidates should also have the following competences:

  • A high level of professionalism and organizational skills.
  • Ability to work independently, be self-driven and with strong attention to detail.
  • Excellent interpersonal and communication skills.
  • Adaptable to change.
  • Excellent problem solver – able to find practical solutions, make recommendations and carry out corrective actions, rather than seek answers from management.

The post-holder may be required occasionally to travel to locations in North America.

Roles and responsibilities:

The successful candidate will be responsible for the following key areas of work:

  • Managing office services by ensuring office operations and procedures are organized and implemented, correspondence is controlled, filing systems are designed and utilised, supply requisitions are reviewed and approved and to implement procedural and policy changes to improve operational efficiency as required.
  • Participating actively in the planning and delivery of NI Bureau events.
  • Implementing office finance and budget arrangements in line with internal policies and procedures including preparing annual budget for the office, planning the expenditure, accounts payable/receivable, and managing the corporate bank account.
  • Preparation and submission of financial returns and reports on a timely basis including preparation of monthly expenditure report and variance reporting, presenting information to the management team and implementing corrective actions as required.
  • Understanding and implementing governance requirements including in relation to records and data management, office leases, rental payments, utilities, staff travel arrangements, payment and expense processing.
  • Preparation of draft submissions for Ministers.
  • Managing the office team, including the day-to-day supervision and oversight of work, performance management and development of staff.
  • Proactive engagement with stakeholders in the Northern Ireland Civil Service and the British Embassy on financial, HR and IT matters.
  • Ensuring that the office IT and telephony systems are reliable, efficient and secure.
  • Ensuring databases are fit for purpose, updated and available for efficient use by management.
  • Ensuring security, integrity and confidentiality of data.
  • Preparation and evaluation of business cases and justifications in accordance with audit requirements. 
  • Resolution of administrative and office issues ensuring compliance with internal policies. 
  • Ensuring an up to date approach to technical and professional knowledge by attending educational workshops, building networks with fellow professionals and reviewing relevant publications.
  • Completion of one-off projects or special assignments as requested.
  • Other related duties to support the Director & Deputy Director.

Resources managed (staff and expenditure)

  • Three members of staff and day to day management of budget.

Essential on arrival:  

  • A minimum of 4 years’ experience of successfully managing and implementing a range of administrative, financial and reporting procedures to meet operating requirements and deadlines. 
  • Experience of preparing and monitoring budgets, and forecasting operating costs.
  • Experience of generating reports and preparing bank reconciliations and financial / management returns.
  • Experience of vendor and procurement management.
  • Experience of working to effective internal control and governance procedures. 
  • Experience of successfully developing and managing relationships with stakeholders and excellent communication skills; ability to work collaboratively and effectively with business contacts and colleagues. 
  • Proven ability to manage a small team and drive performance.

Desirable on arrival:

  • Understanding of key US and Northern Ireland political institutions.
  • Good background knowledge of Northern Ireland. 
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing
30 April 2023
Executive Officer (EO)
Full-time, Permanent
40
Americas, Caribbean & Overseas Territories
United States
Washington
British Embassy
1
USD
$62,721
19 June 2023

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office.  Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa.  All selected candidates are subject to background checks and will require a security clearance prior to starting work.  
*A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas. 

Learning and development opportunities:

  • Introduction to the Northern Ireland Civil Service
  • Introduction to the Work of the Northern Ireland Executive

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance. Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Internal candidates must inform their supervisor before they apply to a different position. Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.

Working Patterns: 

The Bureau hosts some evening events at which the post holder may be required to provide support on occasions.

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.