Dxb - Corporate Services Assistant - Finance and
1 week ago
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 departmentwise 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.
- 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.
- Demonstrated ability and experience in an administrative support position.
- Computer and IT literate, with strong MS Office skills, particularly MS Excel. Familiarity with using Oraclebased 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.
- 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
- Administrative Assistant (AA)
- Fixed Term, Fulltime
- 38
- 36 months
- Middle East & North Africa
- United Arab Emirates
- Dubai
- British Embassy
- 2
- AED
- 9,112
- 1 April 2023
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.
Additional informationHow to apply:
- an updated Curriculum Vitae (CV)
- a covering let
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