DXB - Corporate Services Assistant - Finance and Procurement (AA)

Job Description (Roles and Responsibilities)
The British Embassy Dubai has vacancies for (‎2) two Corporate Services
Assistants on a fixed-term contract for three (‎3) years.
The jobholders 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.
* Responsible for managing all landlord payments, reviewing all submitted paperwork from the Estates team, completion of necessary form and closely monitoring the payment.
* Oracle database requisitions and recording procedures (P2P). Raise requisitions and receipting.
* Manage the UAE finance mailbox and tracker, assigning tasks to the concerned team member. Regularly monitoring the mailbox and tracker to ensure that high priority emails are flagged to Finance manager.
* Responsible for administration work including updating Crisis telephone list, updating In/Out board & Business Card requirements.
The above list is not exhaustive, and the jobholder will be required to be
flexible and take on other ad hoc tasks as required.
Key behaviours required:
* Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
* Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
* Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
* Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
Essential qualifications, skills and experience
* Demonstrated ability and experience in an administrative support position.
* Computer and IT literate, with strong MS Office skills, particularly MS Excel. Familiarity with using Oracle-based programme (P2P).
* Excellent customer service skills and telephone manner.
* Demonstrated initiative, adaptability and the ability to work flexibly both in a small team and individually.
* Fluent in English, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
* Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines and maintain close attention to detail.
Desirable qualifications, skills and experience
* Previous finance and/ or procurement experience either in the public or private sector and exposure to requisitioning and receiving/ purchasing.
* Previous experience of working in the Gulf region.
Required behaviours
Making Effective Decisions, Managing a Quality Service, Delivering at Pace,
Working Together
Application deadline Application deadline - day Application deadline - month
Application deadline - year
‎2 March ‎2023
Grade
Administrative Assistant (AA)
Type of Position
Fixed Term, Full-time
Working hours per week
‎38
Duration of Post
‎36 months
Region
Middle East & North Africa
Country/Territory
United Arab Emirates
Location (City)
Dubai
Type of Post
British Embassy
Number of vacancies
‎2
Salary Currency
AED
Salary
‎9,112
Start Date Start Date - day Start Date - month Start Date - year
‎1 April ‎2023
Other benefits and conditions of employment
The Embassy aims to offer an attractive working environment and remuneration
package for this role, which includes ‎25 days of leave per annum (calculated
pro-rata)
Salary is at AED ‎9,112 per month.
There are no other allowances payable as part of this package. No
accommodation and relocation expenses are payable in connection with this
position.
The Embassy is open from Monday to Friday, from ‎07:30 to ‎18:00. Conditioned
working hours are ‎38 hours per week (including breaks), and specific working
hours for this role will be confirmed at a later time.
The successful candidate will be required to transfer their visa under the
Embassy's sponsorship.
Additional information
How to apply:
Interested candidates must include with their online application form.
* an updated Curriculum Vitae (CV)
* a covering letter/ motivation essay stating how you meet the requirements of the role.
* Examples in the relevant sections of the online application form of how you meet the key behaviours and skills required.
Applications that do not include this information will not be considered.
Closing date for applications is at ‎23:55 UAE local time on 2nd March
‎2023.
Applications received after the stated deadline will not be considered.
Process:
The recruitment process, including security clearance, is expected to take
around two months.
Due to the large number of applications, we receive, only those shortlisted
for the next step of the recruitment process will be contacted.
Shortlisted candidates will be invited for an assessment and then a panel
interview. Assessments and interviews will be done remotely if the existing
situation determines this to be the right course of action.
The start date mentioned in the job advert is a tentative start date and the
successful candidate will be required to undergo security-vetting procedures.
Any offer of employment will be subject to the candidate achieving suitable
clearances.
Appointable candidates who were unsuccessful may be placed on a 'reserve
list'. If during the reserve period of ‎6 months the same or a largely similar
role becomes available, that role may be offered to the second or subsequent
candidate.
The British Embassy Dubai an equal opportunities employer, dedicated to
inclusivity, a diverse workforce and valuing difference.*
Please be aware that you will only be able to apply to vacancies for Country
Based Staff roles with the British Government through this official tal.net
site (operated by Oleeo). Jobs may be advertised on third party websites,
however our adverts will always link back to the official tal.net site. If you
complete and send an application through any other site, we will not receive
it.