View Vacancy - Corporate Services Assistant (Finance)

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)
Finance

Main Purpose of Job:

Under the guidance of the Finance Officer, the Corporate Service Assistant (CSA) is an integral member of the finance team. As the main invoice processor at Post, you will liaise with all staff of the High Commission, the Corporate Services team and UK finance teams. Your responsibility will include invoice payments, invoice queries along with a range of Corporate Services finance support activities which help enable the effective delivery of the Corporate Services platform.’

Roles and responsibilities

Invoices

  • Coordination and processing of invoices including the collation and scanning of invoices for our Global Transaction Processing Centre in the UK. Preparation, consolidation and submission of invoices against payment registers.
  • Data entry ensuring accuracy of entries.
  • Filing of electronic and paper account vouchers, paperwork & receipts to ensure a visible financial audit trail.
  • Invoicing of charges for the office petrol account with Sol including debt recovery.
  • Fielding/responding to invoice queries in liaison with the Finance Officer and Finance Manager.

Banking

  • Accurate entry of invoice payments on Post local banking platform and securing authorization.
  • Creation and submission of Debit Memos to the UK Corporate Service Centre (CSC) for all debts owed to the FCDO.
  • Preparation of letters for bank/central bank (clearance) for foreign currency and cash requests.
  • Preparation of cheques for the Barbados and Eastern Caribbean dollar bank accounts, processing payment batches in liaison with CSC, preparation of mailing envelopes, and ordering cheques.
  • Petty cash disbursements and reconciliation.

Procurement

  • Low value procurement including sourcing products & services, from new &/or existing suppliers, following FCDO purchasing procedures and tender processes.HERA Requisitioner and Receiver following correct Purchase to Pay (P2P) procedures for suppliers and POs.
  • Supplier set up and maintenance of suppliers on the system including the creation and maintenance of distribution set templates for all Posts and government departments ensuring consistency, quality, value for money, reliable suppliers. Regular Supplier database housekeeping.
  • Coordination of purchase orders including set up, maintenance and queries
  • Bulk ordering and coordination of stationery including inventory maintenance, distribution to staff.

Finance Administration

  • Assisting with Medical Plan and Pension administration including the addition and removal of plan members and queries
  • Mobile bill checks. Liaising with users regarding usage and invoicing under the guidance of the Finance Officer
  • Regular shredding of Corporate Services finance documents in line with FCDO retention schedules
  • Providing ad-hoc cover for Finance team colleagues when required
  • Assisting non-HERA users with expense claims
  • Assisting the Finance team with administrative tasks including audits, assurance processes and ad hoc tasks and projects

General

  • Occasional provision of assistance at events and functions
  • Occasional cover of the switchboard

Resources Managed:

Staff: N/A

Expenditure: Group Procurement Card with maximum limit of  £10K

BD $7K Cash box holder

  • A finance related qualification at tertiary level
  • At least 1 year experience of working in a finance related environment.
  • At least 5 CXCs including passes in Maths and English
  • Payroll experience
Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together
29 November 2023
Administrative Assistant (AA)
Full-time, Permanent
38
Americas, Caribbean & Overseas Territories
Barbados
Bridgetown
British Embassy
1
$4,541 Barbados Dollars Monthly
2 January 2023

Learning and Development Opportunities:

The FCDO offers a vast cadre of professional and self development opportunities which the successful candidate will gain access to. Learning and specific training for this role may include but are not limited to:

  • Induction
  • Finance in the FCDO
  • Finance for CSMs
  • Government Data Protection Regulations
  • Safeguarding

Working Patterns:

Subject to operational requirements, and notwithstanding the opening hours of the finance department, flexible working patterns can be discussed on successful completion of the probationary period.

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. 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.

Appointment is subject to successful local and UK internal security checks and for Country-Based Staff (CBS), a clean Barbados Police Certificate of Character must be presented at the interview.  This role is open to anyone who already has the status to work and reside in Barbados.

  • The period of probation for this role in 6 months, though the British High Commission reserves the right to extend this in order to fairly assess performance.
  • A full induction and coaching will be arranged for the successful applicant.
  • The starting annual salary for this full time position is BD$ $54,494.
  • A comprehensive mandatory pension plan is offered to CBS after successful completion of the probation period. Subject to plan provider approval, group medical coverage is offered after the first month of service
  • Core office hours are 7.45am-4pm, Monday -Thursday and 8am-1pm on Fridays. This role is full time at 38 hours per week.
  • Annual leave entitlement is 16 days rising to 20 days after one year of service. A combination of up to 14 UK and local public holiday days are also observed.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and an enriching learning and development opportunities.

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.