Main Purpose of Job

Finance 75%
HR 25%

The Finance and HR Administrative Officer provides a wide range of operational finance services across the Canada Network. The Canada Network comprises the British High Commission in Ottawa and Consulates General in Toronto, Montreal, Calgary and Vancouver. 
 
The Finance and HR Administrative Officer is responsible for the day-to-day administration and coordination of accounts payable across the Canada Network, including managing the AP Ottawa mailbox, processing and monitoring invoices for payment, liaising with suppliers and internal stakeholders, monitoring payment progress, and investigating and resolving payment-related issues.

The Finance and HR Administrative Officer also supports accounts receivable activities, including the administration and reconciliation of amounts receivable, deposits and other routine financial transactions as required. 
 
The role acts as a key point of contact for operational payment and transaction-related queries, ensuring that transactions are processed accurately, supported by appropriate documentation and progressed in accordance with FCDO financial policies and procedures. 
 
To strengthen resilience across the Corporate Services function, approximately 25% of the role will provide cross-functional support and cover for payroll, pension and employee benefits administration. The jobholder will be trained in these processes and will provide operational cover during periods of leave, absence, peak workload or other business continuity requirements.

Roles and Responsibilities 

The Finance and HR Administrative Officer will demonstrate workplace professionalism, sound judgement, integrity, effective behaviours and a positive, service-focused approach.  

• Manage the AP Ottawa mailbox and act as a primary point of contact for invoices and payment-related enquiries from suppliers and internal stakeholders across the Canada Network. 
• Manage the end-to-end administration of payment requests, including monitoring their progress, maintaining appropriate records, following up on outstanding or rejected transactions and working with relevant stakeholders to resolve payment issues. 
• Provide timely and accurate responses to routine payment enquiries and investigate transactional issues, escalating more complex or technical matters to the Finance Officer or Head of Finance where appropriate. 
• Maintain accurate payment records and tracking information to provide visibility over outstanding invoices, payments in progress, completed payments and issues requiring follow-up. 
• Administer accounts receivable activities as required, including recording and monitoring receivables, deposits, reconciliations and resolving routine discrepancies. 
• Exercise judgement and discretion in applying FCDO financial rules, procedures and policies to accounts payable, accounts receivable and other operational finance transactions. 
• Support the effective operation of the wider finance function by maintaining accurate financial records, identifying transactional issues and contributing to the continuous improvement of payment and administrative processes. 
• Maintain sufficient knowledge and familiarity with payroll, pension and benefits processes to provide effective cover for the Administrative Officer (HR and Finance) during periods of leave, absence, peak workload or other business continuity requirements. 
• Communicate clearly and professionally with staff, suppliers and other stakeholders, providing a high-quality service and resolving routine financial enquiries in a timely manner.

Essential on arrival:

• Experience of processing invoices, accounts payables or other financial transactions.
• Strong attention to detail and ability to maintain accurate financial records.
• Ability to work to deadlines and manage competing priorities.
• Good numerical skills and confidence working with financial information.
• Experience of resolving questions with suppliers, colleagues or other stakeholders.
• Ability to apply financial policies, procedures and controls consistently.
• Good working knowledge of Microsoft Excel and other Microsoft Office applications.
  

Language Requirements:

• Language – English
• Level – Proficient