Job Description (Roles and Responsibilities) 1
**Main Purpose of Job**:
This role blends leadership and operational delivery in finance and procurement as part of the Corporate Services Team. The Coporate Services Team is a growing team that support both the UK's bilateral Embassy to Indonesia ("the Embassy") and the UK Mission to ASEAN ("the Mission"), as part of a shared platform. The British Embassy Jakarta is part of a world-wide network of 270 Posts, representing British political, defence, economic, trade, and consular interests in Indonesia. The UK Mission to ASEAN works to deepen UK engagement with ASEAN, building on existing collaboration and exploring new ways to collaborate with the organisation and its member states. Several other parts of UK Government operate from the same platform, and access CST services on an equal basis.
The main purpose of this job is to work with the Head of Corporate Services to manage both the Embassy's and the Mission's budgets, accounts, payments system and bank accounts in line with FCDO guidance and ensure audit compliance and good financial management. The jobholder will also be responsible for cash profiling and monitoring; ensuring the bank account is in line with appropriate levels.
The jobholder will play a key position in contributing to the successful operations of the Embassy and the Mission by ensuring that finance and procurement operations are managed well to support approximately 180 local and UK staff in delivering the Embassy and the Mission's country business plans.
**What will the Jobholder be Expected to Achieve**:
60% 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 the Senior Management Team, providing analysis and recommendation as appropriate
- Run reports from fixed asset system to reconcile to Accounting system
- Timely provision of MI data on request
- First point of contact for Financial Excellence. Escalate any anomalies or issues to the Head of CS
- 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
**_ Prepare and ensure timely and compliant monthly and annual payroll process_**
- First point of contact for queries, providing advice and clarification on policies. Lead on ensuring that post's practices are legally compliant
- Support HR colleague in ad hoc reward and compensation work
**_ An internal understanding of the organisation's financial and procurement compliance processes_**
- Lead on payments and expense process 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. Deliver training on processes
- Oversight of our cash profiles
- Monitor official bank account; reconcile, maintain and manage balance in local bank account
40% will be for Management (Income Generation, Procurement & Contract, Asset/Estate Management, Logistics and Payments Schedule) related activities:
- Work with Residence Manager responsible 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
**Resources Managed (staff and expenditure)**:
1 Administrative Officer (AO) staff
Essential qualifications, skills and experience 1
- Tertiary degree from recognisable university
- Related working experience for a minimum of 2 years. A prior experience in finance, inventory and/or procurement will be an additional value
- Experience in collaborating with stakeholders from different sections, background and multicultural environments
- Client facing management experience
- Proactive, meticulous, ability to prioritise, analytical, good administration skill & multitasking
- Ability to work with minimum supervision
**Language Requirements**:
- Bahasa Indonesia & English
- Level of language required: Fluent in both writing and verbal
- Required behaviours 1- Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together, Developing Sel