View Vacancy – HK – Operations Officer A2(L)

The Department for International Trade (DIT) embraces and values diversity in all forms. We welcome and pride ourselves on the positive impact diversity has on the work we do, and we promote equality of opportunity throughout the organisation. DIT China would value applications from people from the widest possible diversity of background, culture, experience and gender. 

Main purpose of the job

This is a dynamic administrative role for an exceptional individual to join Department for International Trade (DIT) China and Hong Kong region as an Operations Officer, to help to advance the trade and investment ambitions articulated in the Regional Trade Plan. 

Reporting to the Operations Manager in Hong Kong and being a part of the wider China-Hong Kong Operations team, the successful applicant will play a key role in providing support for the Operations function, including working across a range of areas including finance and performance, learning & development and broader team support. Very good organisational skills, ability to collaborate with colleagues across different locations, and resilience to juggle with diverse and competing priorities are key requirements for the role. 

If you are flexible, enthusiastic and if you will embrace the ‘DIT Spirit’ that is to be Expert, Engaging, Enterprising and Inclusive, we want to hear from you.

Context 

The Department for International Trade (DIT) is the arm of the UK government responsible for securing UK and global prosperity by promoting and financing international trade and investment, and championing free trade. 

We are a specialised international economic department which negotiates international trade policy, promotes British trade across the world, secures and improves the economic well-being and stability of the UK, and helps to create tens of thousands of jobs every year. 

Led by Her Majesty’s Trade Commissioner for China and Hong Kong we are one of nine global regions and part of an overseas network that operates in 108 countries. As the largest DIT overseas network in the world with c.190 staff across six posts (Beijing, Shanghai, Guangzhou, Chongqing, Wuhan and Hong Kong), we offer a fast-paced and dynamic place to work.

Main Responsibilities

Finance and performance – 60%

Provide support to the Operations Manager in Hong Kong and the Head of Finance & Performance in China, to enable effective finance and performance management: 

• Develop and apply a good understanding of budgetary rules, and create how-to guides and posters on basic procurement and financial processes
• Set up spreadsheets and databases to keep accurate financial records and manage procurements
• Manage a range of enquiries and requests from HQ such as closing open purchase orders and fact-finding for audit records
• Use Prism and Hyperion with devolved purchasing and finance responsibility
• Manage relationship with suppliers for operation team’s procurements
• Supporting on business planning and budget setting exercises
• Work with a range of colleagues to support effective budget management practices

People and Learning and Development (L&D) – 30%

Working closely with the Operations Manager in Hong Kong, the L&D Manager and Head of People in China, to develop and execute the L&D strategy that matches the region’s organisational learning needs.

• Keep accurate record on people data such as L&D attendance log, recruitment, headcount and organisational charts.
• Conduct basic research on L&D and analysis on people data to inform senior team member’s decision making
•  Arrange logistics for L&D and team building activities.
• Work collaboratively with FCO L&D teams to ensure better join-up and alignment. 

Organisational support (10%)

• Providing general administrative support to the Operations team:  
• Set up meetings, arrange travel, manage guest visits and input data
• Represent the wider team and participate proactively in various committees for feedback and suggestions
• Cover other officers and undertake similar administrative work in other teams and sectors when required 

The jobholder may be required to travel, and any travel would be monitored in line with COVID situation. Some work (including travel) will be required during the evenings and occasionally weekends, for which time off in lieu (where applicable) will be given.

Successful candidate required to start as soon as possible.

This position is open to Hong Kong citizens, permanent residents, and partners/dependants of UK-based diplomatic staff currently posted in Hong Kong. Employment offers are subject to successful clearance of pre-employment checks. No accommodation or relocation expenses are payable in connection with this position. Candidates must have or be able to obtain work authorisation for Hong Kong in order to apply.

• Exceptional interpersonal and language skills with professional and diplomatic demeanour
• Good organisation skills, positive approach to teamwork, and a pro-active attitude
• Good administrative and IT skills (e.g. Word, Outlook, Excel, and PowerPoint)
• Appropriate residence status or a valid working visa in Hong Kong
• Excellent / Highly Proficient in English
• Independent / Good in Cantonese and Mandarin