Main purpose of job:
The Accountant & Corporate Service Officer will provide administrative support to an efficient, cost-effective and professionally-run corporate services team at the British Embassy in Dakar.
This is a critical role in a busy and expanding team and Embassy. The jobholder will be responsible for ensuring that Corporate Services delivers financial and resource management for the UK Embassy that is efficiently-run, responds to the needs of all UK government departments using the Embassy platform, and that is compliant with financial and other benchmarks set by the UK government.
Roles and responsibilities:
Accounts Payable and Accounting Information for Cash and Bank Transactions at Post 70%
- Work with budget holders and staff to enhance compliance with the Global Transaction Processing Centre (GTPC) procedures for Distribution Sets, Invoices, Debit and Credit memos, miscellaneous receipts, and Network Post Accounts (NPAs) in order to enhance compliance with UK accounting procedures, including correctly accounting for spend and reducing the risk of fraud.
- Review and submit invoices to the GTPC for processing, investigate problematic invoices (Invoices on hold) and resolve within 10 days.
- Receive, review and request amendments or authorise preliminary payments registers and batches from the GTPS team. File and keep records of final communicated payments registers from the GTPC team.
- Work with the GTPC to ensure balance sheet accounts are reconciled on a regular basis.
- Respond to queries from the GTPC and finance hub on financial transactions and quarterly returns within agreed timelines.
- Housekeeping for goods receipted; ensuring that open purchase orders are in line with the Financial Performance Compliance Indicators.
- Maintain a cash box; review and replenish as appropriate.
- Record all cash payments and receipts, on the Network Post Account spreadsheet throughout the month and submit to the hub at the end of the month.
- Submit Payroll data to the Global Transaction Processing Centre (GTPC) for processing, and effect statutory payments (NSSF).
- Cash Requirements and end of month housekeeping
- Prepare post cash forecast and funding request for the Corporate Services Manager.
- Complete monthly financial reports and end of month procedures, including banking and cash reconciliations.
- Use reports, Network Post Account spreadsheets and cash balance spreadsheet to highlight any gaps in local cash management and controls and cash funding forecasts.
- Management of the Banking relationship for fund request and bank statements.
- Support teams to improve their financial and compliance scores (FPCI), by helping them to resolve problems with purchase orders and invoices;
- Administrative support for ongoing tenders and market testing exercises for goods and services, including contract filing, compiling data, working with the Pretoria procurement hub;
- Coordinating updates to the Purchasing Hierarchy on the FCO system.
General Administration and HR 15%
- Logistical support for recruitment e.g. post adverts locally, set up interview facilities;
- Maintain personal files, incorporating leave, absence records and appraisals, in accordance with FCO procedures for all locally employed staff;
- Ensure pension contribution schedules are submitted to the pension provider;
- Collate payroll data for FCO locally employed staff for submission to the pay and benefits team;
- Ensure, with the Corporate Services Manager, that staff terms and conditions are in line with local law;
- Any other tasks as agreed with the Line Manager (Corporate Services Manager).
Back-up for the Corporate Services Manager (C4(L))
- Manage the corporate services team and line manager for four staff members.
- Budget management and forecasting;
- Manage the Embassy budget, producing monthly reports, preparing business cases for extra resources and overseeing end of financial year closures on the Embassy account.
- Run recruitment campaigns and provide other human resources functions for the Embassy, including managing staff training and induction, dismissals, retirements and disciplinary issues.
- Manage procurement processes and oversee Estates projects in line with set rules and procedures.
- Act as the main point of contact in the Embassy for colleagues in the UK on all Corporate Services matters.
Strong organisational skills are essential for this role, and the ability to multi-task and manage your time effectively in order to meet tight deadlines. Experience of managing staff and resources is also key.
This is a great opportunity to join our vibrant, expanding Embassy, which hosts several UK government departments, and to contribute to a growing partnership between the UK and Senegal. The Embassy has a strong learning and development culture – and your ideas are welcome.
Corporate Services travel and entertainment budget / cash and other office assets – Telephones
- A degree in any business related field
- Experience of procurement.
The British Embassy provides in house training courses through the year, and offers training courses at regional hubs in Pretoria and London.
- All applicants must be legally able to work in Senegal with the correct visa/status or work permit.
- The successful applicant will demonstrate that they meet the requirements under Senegal law to work in Senegal.
- The British Embassy in Dakar is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
- Staff recruited locally by the British Embassy in Dakar is subject to Terms and Conditions of Service according to local Senegalese employment law.
- Reference checking and security clearances will be conducted.
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