The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory GTPC (Global Transaction Processing Centre) Job Description (Roles and Responsibilities)
Main purpose of the job:
To support the operational delivery of services provided by the Global Transaction Processing Centre (GTPC) to British Embassies and High Commissions globally.
Support a culture of continuous improvement to not only meet but exceed the service standards set by our Service Level Agreements while working to improve financial compliance across the FCDO.
Roles and responsibilities / what will the jobholder be expected to achieve?
Supplier Maintenance and PO Processing
Receive, review and validate requests to ensure it meets the standard. Set-up supplier records in the system. Set-up, maintain and amend Purchasing Suppliers in the system and banking platforms. Receive, examine and process requisitions. Ensure that all requisitions are made in compliance with the FCDO’s procurement policy. Create Purchase Order (PO) within agreed timelines based on the data obtained from requisition and sends back to requisitioner. Confer with Requisitioners from different overseas missions to determine purchasing needs and specifications.
Accounts Payable
Perform 3-way PO matching invoices; analyze and resolve invoice discrepancies in accordance to the standard process. Review all invoices, staff claims and travel advances for appropriate documentation (i.e.. Staff claim forms) and approval prior to payment. Enter invoices to the system within 24 hours of receipt in the mailbox with allowance for overseas missions in old SLAs Process debit memos and coordinate with AR to invoice or re-invoice for any adjustments related to staff debtors and supplier’s refunds. Review validity and completeness of supporting documentations of invoices, staff claims and travel advances prior to creating payment batch for a particular overseas mission Upload Prelim Pay register within the agreed timeline
Accounts Receivable
Posting of all receipts and other AR transactions onto Oracle timely and accurately. The expectation is that postings occur the same day the visa/consular certificate was received. Maintaining thorough, well-organized certificates files by sorting and filing by overseas mission. Ensure network post spreadsheets are being processed and reconciled to HERA system on a monthly basis Process, transmit and run transactions for excess funds to UK and other interaccount transfers. Perform bank reconciliations- reconciliation of the bank statement against the GL and reconciliation of any assigned clearing accounts. Perform reconciliation of Check A – cash, bank, and network post spreadsheet as well as generation of various reports to support the reconciliation. Liaises with Corporate Services Team to confirm balances as of a certain date Essential qualifications, skills and experience Fluency in English, both oral and written Experience in a fast-paced BPO/shared service centre environment
Language requirements:
Language: English and Filipino
Level of language required: Strong oral and written English language ability. Filipino is desirable but not essential.
Desirable qualifications, skills and experience
Financial background/qualification Exposure to financial systems and Microsoft applications such as Excel and Outlook Customer service experience Experience in data entry Required behaviours Changing and Improving, Delivering at Pace, Managing a Quality Service, Working Together Application deadline 30 September 2024 Grade Administrative Assistant (AA) Type of Position Full-time, Temporary Working hours per week 36 Region Asia Pacific Country/Territory Philippines Location (City) Manila Type of Post British Embassy Number of vacancies 1 Salary Currency PHP Salary 35,028 per month Start Date 2 December 2024 Other benefits and conditions of employment
Benefits:
The British Embassy Manila offers the following:
A competitive compensation package 36-hour work week Guaranteed 13th and 14th month pay 20 days paid annual leave (calculated on Pro-rata basis if joined after 1 January) Extensive medical insurance Life insurance Access to a guaranteed 5 days of learning opportunities a year.
Learning and Development Opportunities:
The Foreign, Commonwealth and Development Office is committed to developing its staff, working hard to provide a comprehensive L&D offer. Staff have access to a wide variety of online resources and are strongly encouraged to take advantage of all the available opportunities. All new staff undertake a workplace induction and there are a number of mandatory e-learning courses covering areas such as diversity, health and safety, and information management.
Working Patterns:
Full-time (currently on hybrid setup but will possibly change)
Monday-Friday 0700-1600/1000-1900 (GMT +8)
Other Information:
This is a temporary position with a 1-year contract.
Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Manila is subject to Terms and Conditions of Service according to local Philippine employment law.
No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
Candidates are expected to have a valid NBI Clearance.
The FCDO also operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.