View Vacancy - Corporate Services Officer (Accounts and Health & Safety)
Main purpose of job:
Under guidance of and/or in collaboration with the Corporate Services Manager, the Corporate Services Officer (Accounts and Health and Safety) is responsible for the administration of the Post Account in liaison with the Global Transaction Processing Centre (GTPC) in the UK and staff of the Mission. Ensure Post maintains sound Health and Safety practices in compliance with FCO guidelines. Overall, this role involves comprehensive liaison with all Partners across Government at Post, all staff of the Mission and UKB spouses.
Roles and responsibilities / what will the jobholder be expected to achieve?
Accounts:
- Management of Post Network Post Accounts (NPAs); GYD and USD Cash Boxes
- Invoice management including reviewing payment batches for correctness. Reviewing Invoices on Hold and all Prism processes, ensuring compliance with correct accounting procedures. Bring any invoices uploaded, not actioned, to the attention of the Invoicing Team, GTPC.
- Payments, cash handling, banking letters – filing of vouchers, paperwork, receipts to ensure visible financial audit trails. Preparation of cheques, against Scotiabank account, for suppliers not being paid via worldlink.
- Ordering of new cheque-book, as required. Creation and submission of debit memos for any cash/cheque receipts.
- Preparation of bank letters for local cash and foreign currency requests
- Preparation and maintenance of Distribution Set Templates for FCO and PAGs. (for telephone, rental, water).
- Assist staff with Prism accounting entries for credit card and iexpenses claims.
- Processing VAT claims
Procurement:
- Supplier maintenance including coordination of set up and creation or new suppliers in liaison with CSM and Procurement Hub. Post focal point for supplier database housekeeping.
- Prism Requisition approver.
- Ad-hoc purchases (products, cleaning supplies and services) for Office and Official Residence using GPC.
Health and Safety
- Coordinate H&S requirements – Fire file; documentation of risk assessments; update of basic H&S instructions in liaison with Estates/Maintenance Staff.
- In collaboration with CSO and Maintenance Manager, ensure implementation of TWO/TWS recommendations and aim to maintain excellent feedback on Post Compliance Assessment (PCA)
Other:
- One HMG Committee Secretary, co-ordinating of meetings including meeting agenda, taking and preparing meeting minutes
- Budget monitor for cleaning supplies subhead
- Assist with budget profiling, forecasting and Hyperion backup in absence of CSM
- Deputy Fire Safety Manager
- Training Liaison Officer
- Assist in piloting the replacement system for Prism
Essential on arrival:
- Qualification of a management/financial designation.
- Financial awareness
- Excellent interpersonal & communication skills
- A self-starter that can work well both individually and in a team
- Good self-management and organisational skills
- IT Proficiency – Using MS Office, Outlook and ability to learn FCO systems.
Must have the right to work in Guyana.
Learning and development opportunities (and any specific training courses to be completed):
Health and Safety
Induction
Government Security Classification
General Data Protection Regulation (GDPR)
Counter Fraud, Bribery and Corruption
This opportunity is closed to applications.