Jkt - Corporate Services Officer (Accounting And Finance), Ao

Main Purpose of Job:

The main purpose of this job is to work with the Business Finance Manager and Head of CS to manage the Embassy’s budgets, accounts, payments system and bank accounts in line with FCDO guidance and help to ensure audit compliance and good financial management to bring us in at full spend.  The person will also be responsible to support cash profiling and monitoring; ensuring the Embassy bank account is in line with appropriate levels.  Approximately 30% of this role will be to work on Income Generation programme, Procurement & Contract Management, Asset/Estate Management as well as office Logistics and Transport.

The successful candidate will need to develop good relationships across different stakeholders at the Embassy to support Line Manager with financials information, provide financial forecasting and MI.  The person will need to work quickly to generate accurate financial data when requested as well as pulling together reports for governance meetings.

The British Embassy provides a shared services platform for a number of different government departments and is governed by a Memorandum of Understanding (MOU).  The successful candidate will need to oversee the delivery of the MOU, including the charging mechanism through which we provide our services as well as monitoring the General Ledger where appropriate.

The successful candidate will need to have good analytical, interpersonal skills, possesses customer services mind-set and be open to helping and supporting colleagues through our internal financial platform and answer questions they may have.  

Salary cited is an indicative, depending on the candidate’s qualification and experience.

What will the Jobholder be Expected to Achieve:

70% of the role will be focusing on Finance and Account related activities.

Accurate and timely budget information, forecasting and reporting:

• Run and analyse reports on a monthly basis of actual Embassy spend
• Manage relationship to accurately update and amend our budgets and forecasts
• Present monthly budget to Line Manager, providing analysis and recommendation as appropriate
• Run reports from fixed asset system to reconcile to Accounting system
• Timely provision of MI data on request
• Review and evaluate critical process for possible improvements

Oversight of the platform charging mechanism:

• Ensuring our Partners are charged accurately and swiftly for platform costs used
• Responsible for monthly reporting process for all of our Partners across government

An internal understanding of the organisation’s financial and procurement compliance processes:

• Process payments and expenses at Post and ensure compliance with internal procurement process
• Complete reconciliation forms to manage accounts payable and receivable
• Maintain and update Post on any changes to payment process; act as local advisor on processes, working with regional Asia Pacific Hub

Oversight of our cash profiles

• Monitor official bank account; reconcile, maintain and manage balance in local bank account 

30% will be for Management (Income Generation, Procurement & Contract, Asset/Estate Management, Logistics and Payments Schedule) related activities:

• Work with Line Manager for Income Generation financial management including customer pipeline, pricing, costing and payment receipt
• Ensure that Regional Asia Pacific Hub team receive the correct documentation for Finance & Procurement related matters, including details of payments made for invoices, Supplier forms, payment requests, and assist with any queries
• Ensure Contract Management at the Embassy is managed appropriately
• Working closely with Facility Management Unit to ensure the delivery quality and measure impact on overall budget
• Supporting Transport Manager on Embassy’s Transport fleet
• Other ad hoc tasks

Resources Managed (staff and expenditure): None