JKT - Corporate Services Officer (Accounting and Finance), AO

Job Description (Roles and Responsibilities) 1

Main Purpose of Job:

The main purpose of this job is to work with the Business Finance Manager and Head of CS to manage the Embassy’s budgets, accounts, payments system and bank accounts in line with FCDO guidance and help to ensure audit compliance and good financial management to bring us in at full spend. The person will also be responsible to support cash profiling and monitoring; ensuring the Embassy bank account is in line with appropriate levels. Approximately 30% of this role will be to work on Income Generation programme, Procurement & Contract Management, Asset/Estate Management as well as office Logistics and Transport.

The successful candidate will need to develop good relationships across different stakeholders at the Embassy to support Line Manager with financials information, provide financial forecasting and MI. The person will need to work quickly to generate accurate financial data when requested as well as pulling together reports for governance meetings.

The British Embassy provides a shared services platform for a number of different government departments and is governed by a Memorandum of Understanding (MOU). The successful candidate will need to oversee the delivery of the MOU, including the charging mechanism through which we provide our services as well as monitoring the General Ledger where appropriate.

The successful candidate will need to have good analytical, interpersonal skills, possesses customer services mind-set and be open to helping and supporting colleagues through our internal financial platform and answer questions they may have.

Salary cited is an indicative, depending on the candidate’s qualification and experience.

What will the Jobholder be Expected to Achieve:

70% of the role will be focusing on Finance and Account related activities.

Accurate and timely budget information, forecasting and reporting:

• Run and analyse reports on a monthly basis of actual Embassy spend
• Manage relationship to accurately update and amend our budgets and forecasts
• Present monthly budget to Line Manager, providing analysis and recommendation as appropriate
• Run reports from fixed asset system to reconcile to Accounting system
• Timely provision of MI data on request
• Review and evaluate critical process for possible improvements

Oversight of the platform charging mechanism:

• Ensuring our Partners are charged accurately and swiftly for platform costs used
• Responsible for monthly reporting process for all of our Partners across government

An internal understanding of the organisation’s financial and procurement compliance processes:

• Process payments and expenses at Post and ensure compliance with internal procurement process
• Complete reconciliation forms to manage accounts payable and receivable
• Maintain and update Post on any changes to payment process; act as local advisor on processes, working with regional Asia Pacific Hub

Oversight of our cash profiles

• Monitor official bank account; reconcile, maintain and manage balance in local bank account

30% will be for Management (Income Generation, Procurement & Contract, Asset/Estate Management, Logistics and Payments Schedule) related activities:

• Work with Line Manager for Income Generation financial management including customer pipeline, pricing, costing and payment receipt
• Ensure that Regional Asia Pacific Hub team receive the correct documentation for Finance & Procurement related matters, including details of payments made for invoices, Supplier forms, payment requests, and assist with any queries
• Ensure Contract Management at the Embassy is managed appropriately
• Working closely with Facility Management Unit to ensure the delivery quality and measure impact on overall budget
• Supporting Transport Manager on Embassy’s Transport fleet
• Other ad hoc tasks

Resources Managed (staff and expenditure): None

Essential qualifications, skills and experience 1

• Accounting/Finance/Commerce qualifications from reputable university and/or equivalent working experience
• Experience in collaborating with stakeholders of different background and multicultural environments
• Client facing management experience
• Proactive, ability to prioritise, analytical, good administration skill & multitasking
• Ability to work with minimum supervision
• Attention to details and ability to work well in a fast-paced environment

Language Requirements:

• English and Bahasa (Fluent)

Desirable qualifications, skills and experience 1

• Experience with ERP and MI platforms
• Have worked or currently working for an international organisation
• Excellent problem solving and customer service skills
• Flexibility and personal resilience

Required behaviours 1 Managing a Quality Service, Delivering at Pace, Working Together Application deadline 1 31 March 2024 Grade 1 Administrative Officer (AO) Type of Position 1 Fixed Term, Full-time Working hours per week 1 39.5 Duration of Post 1 12 months Region 1 Asia Pacific Country/Territory 1 Indonesia Location (City) 1 Jakarta Type of Post 1 British Embassy Number of vacancies 1 1 Salary Currency 1 IDR Salary 1 IDR 9,053,362 per month Start Date 1 13 May 2024 Other benefits and conditions of employment 1

This role is advertised as a 12-month, fixed-term contract.

The British Embassy/Consulate offers a competitive remuneration package including:

• Annual leave entitlement of 25 days per year
• Medical benefit (medical insurance)
• Access to extensive learning and development opportunities

Working Pattern: Full time, 39.5 working hours per week. Full time, subject to the Embassy’s core hour’s policy, there is also some flexibility around the precise working hours of the role.

Open to permanent residents or those with right to work. Interstate applicants will be required to meet their own travel and relocation expenses. 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.

Staff recruited locally by the British Embassy Jakarta are subject to Terms and Conditions of Service according to local Indonesian employment law.

Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Jakarta is subject to Terms and Conditions of Service according to local employment law. In relation to this, the successful candidate will need to arrange for his/her own Police Certificate.

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.

Learning and Development Opportunities (and any specific training courses to be completed):

We place a strong emphasis on learning and development. You will be encouraged to undertake developmental training and get involved in corporate activities. This role provides an excellent opportunity to build up Financial Excellence knowledge and expertise and gain exposure to working across government. You will have access to existing and new Corporate Services L&D as well as wider job-relevant L&D and support for your own personal development.

Additional information 1

Please note that the deadline for applications is 15:00 on the day mentioned in the above field “Application deadline”.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

We advise you to allow enough time to complete and submit your full application since only applications completed and submitted before the deadline will be considered.

Note: All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.

Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. 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.

To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined and the standards expected at Level 4 for this position.

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) format to prepare specific examples of when they have demonstrated these behaviours in their application. Using the STAR format to provide evidence of your skills and experience in your application and at interview helps to give a structure. You briefly describe the situation in which you showed the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender and nationality.

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.

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.