Foreign & Commonwealth Office Hiring for DXB – Corporate Services Assistant – Finance and Procurement (AA) Job at Dubai Full Time

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.

• 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.

• 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.

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.

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.