View Vacancy – DXB – Corporate Services Assistant, Finance and Procurement A1(L)

The British Embassy Dubai has a vacancy for a Corporate Services Assistant, Finance and Procurement.

The jobholder will handle matters in relation to procurement, purchase-to-pay (P2P) process, telecommunications, utilities, stationery, office machinery, and movement of UK-based staff baggage for the Embassy in Dubai. They will deliver excellent customer service to internal and external stakeholders in line with the Foreign, Commonwealth and Development Office (FCDO) financial policy and objectives and demonstrate resilience in their work.

Duties and responsibilities:

• Oracle database requisitions and recording procedures (P2P). Raise requisitions and receipting.
• Generate monthly utility bills (electricity, water, and telecommunications) from internet and process payments. Keep a master record, validate monthly invoices, and ensure that payment is cleared before due date.
• Maintain record of mobile phone numbers and users. Maintain record of all the Embassy’s service subscription numbers and users. Coordinate closely with IT and Etisalat team to run a smooth and timely process.
• Collate VAT receipts and prepare submissions for quarterly refunds. Maintain department-wise breakdown to have a clear division about each department VAT refunds due. Coordinate with Finance Officer to charge the refunds to respective departments.
• Maintain stationery stock and manage purchase and supply. Arrange supply of items to different departments as and when requests are received. Carry out annual stock check and place bulk orders from the UK and locally.
• Conduct annual market research to ensure best value for money for stationery and office machinery requirements.
• Manage the UAE Finance shared mailbox and update the weekly SLA MIS on the Corporate Service’s MS Teams page to have the records on finance queries.
• Responsible for managing the cash box, coordinating with imprest holders, reviewing their receipts/ invoices, replenishing their imprest and preparing the Network Post Account file precisely as per the SLA defined by the Global Transaction Processing Centre (GTPC). Encouraging colleagues to restrict cash dealings.
• Provide cover for Dubai reception when needed.
• Participate in the Embassy’s emergency planning process and assist as required in responding to any crisis.

Key competencies required:

• Managing a Quality Service – Valuing and modelling professional excellence and expertise to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high-quality, secure, reliable, and efficient service, applying programme and project and risk management approaches to support service delivery.
• Delivering Value for Money – This is the efficient, effective, and economic use of taxpayers’ money in the delivery of services. Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay. Making decisions based on evidenced information and following agreed processes and policies, challenging these appropriately where they appear to prevent good value for money.
• Changing and Improving – Being responsive and innovative, and seeking out opportunities to create effective change. Learning from what has worked well and what has not, being open to change, suggesting ideas for improvements to the way things are done, and working in ’smarter’, more focused ways.
• Collaborating and Partnering – Being a team player, creating and maintaining positive, professional, and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information appropriately, and building supportive, responsive relationships with colleagues and stakeholders whilst having the confidence to challenge assumptions.

• Demonstrated ability and experience in an administrative support position.
• Familiarity with using Oracle-based programmes (P2P).
• Computer and internet literate, with strong MS Office skills, particularly MS Excel.
• Proven ability to communicate fluently in English, both written and spoken. Able to express ideas and messages clearly and concisely.
• Excellent customer service skills and telephone manner, and ability to respond to a range of customers’ needs.
• Demonstrated initiative, adaptability and the ability to work flexibly both in a small team and individually.
• Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines and maintain close attention to detail.