MNL - Regional Finance Senior Officer, AO

View Vacancy - MNL - Regional Finance Senior Officer, AO

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory GTPC (Global Transaction Processing Centre)

Job Description (Roles and Responsibilities)

The British Embassy Manila is a large diplomatic mission delivering a dynamic and rapidly expanding programme of activity in support of the UK's objectives on prosperity, security and consular matters. The Embassy is a modern, diverse and inclusive employer where everyone contributes to the Embassy's WORC Values of Wellbeing, Opportunity, Respect and Collaboration.

Main Purpose of Job:

To support the operational delivery of the Global Transaction Processing Centre (GTPC) to Missions in Africa, Asia Pacific, Middle East & North Africa (MENAD), Eastern Europe & Central Asia (EECAD), South Asia & Afghanistan (SAAD) providing reconciliation services to 150 posts, overseeing the accurate and timely processing of Network Post Accounts and receipts.

Provide a quality check function for the team, supporting a culture of continuous improvement to not only meet, but exceed the service standards set by the Service Level Agreement while working to improve financial compliance across the FCDO.

Note:

The incumbent will hold the position for one of the functional P2P teams. If the business need arises, the incumbent may be moved to cover another P2P requirement as outlined in the job specification with the same grade.

Roles and responsibilities/what will the jobholder be expected to achieve:

1. Purchase Order Supplier Maintenance

• Process all SM, PO, DS transactions in your areas within Service levels agreements focusing on delivering 97% and above KPIs throughout the year.
• Complete workload as identified in daily workload plan including Supplier & Staff set ups, Distribution Set(DS) ups, Bank Amendments, clean ups and Purchase Order creation and PO other requests.
• Investigate any rejected payment reasons that may be related to supplier/staff set-up.

2. Accounts Payable – Invoice Processing

• Process all supplier invoices, staff reimbursement in the system within service level agreements focusing on delivering 99% and above KPIs throughout the year.
• Complete workload as identified in Workload management including recording of supplier invoices, staff reimbursements, debit memos, Network Post Accounts (NPAs), cash-in-transit forms, approved Non Discretionary payment Requests and payroll-related.

3. Accounts Payable – Payments

• Process all assigned payment transactions including Payroll, Debit Memos, NPAs and urgent payment requests within Service level agreements and in compliance to Standard processes and P2P guidelines. Any deviations from processes are appropriately escalated and monitored to reduce risk.
• Identify any rejected payments promptly. Liaise with banking providers as well as internal teams to investigate and resolve payment rejections and refunds.
• Comply with Banking Regulations and FCDO financial policies in particular P2P handbook, Challenge and Escalation procedures and Audit recommendations.
• For manual banking payments perform 1st level bank approval. Ensure accuracy checks are completed, that details entered in the system to match details on the banking platform.
• For Electronic/cheque/Wire payments, perform quality check of batches before payment processing by reviewing validity and completeness of supporting documentations as well as checking accuracy of invoice entry details including matching of bank account information setup in Oracle and Banking platforms.
• Ensure strict adherence to management and usage of banking tokens and access information.

4. Accounts Receivable & Reconciliation

• Process all accounts receivable and reconciliation transactions in your areas within Service levels agreements.
• Complete workload as identified in daily workload plan including receipts, NPAs, reconciliation, cash & bank balances and adjustments in the system.
• Investigate and pursue the reconciliation of any aging items.
• Investigate any rejected payment promptly registering it in the Bank Amendment Tracker.

5. Operational Delivery

• Comply with financial guidance in particular P2P handbook, Challenge and Escalation procedures and audit recommendations.
• Support Manager to assist with daily workload of team addressing bottlenecks and ensuring payments and requests are processed within SLAs while still maintaining acceptable accuracy level.
• Provide assistance in resolving issues related to their respective area and process.
• Monitor and ensure compliance to standard processes ensuring that any deviations from process are appropriately escalated and monitored to reduce risk.
• Manage all data according to Information Management / GDPR guidance ensuring it is stored correctly, weeded regularly and shared according to personal data management controls.
• Review all relevant monitoring tools to take action as necessary.
• Timely ensure that all requests and queries in shared mailbox, and sharepoint are managed and resolved.
• Timely escalation of unresolved aging items to line manager.

6. Customer Service

• Identify issues and work to resolve. Escalate to line managers issues that need may affect current operations.
• Work with Mission staff to ensure proper delivery of services by answering queries and providing guidance / instructions to avoid errors in the future.
• Act as first point of contact for the Customer Engagement Team ensuring responses are actioned within SLA.

7. Continuous Improvement

• Timely report to line manager any incidents, identify corrective measures and suggest practical and repeatable solutions to prevent similar incidents occurring in the future.
• Proactively identify and suggest improvements in payments processes to enhance efficiencies and quality of delivered results, paying particular attention to any failing KPIs.
• Support a culture of continuous improvement by actively participating in internal and external cross-team process improvements projects as necessary.
• Coordinate with other function teams on changes/issues to ensure seamless flow of data/information.

Essential qualifications, skills and experience

• 3-year experience of working in the FCDO Global Transaction Processing Centre or fast-paced BPO/shared service
• Data entry experience – with high attention to detail
• Proficient in MS Excel and other Microsoft applications
• Understanding of Purchase to Pay (P2P)
• Strong oral and written English language ability

Desirable qualifications, skills and experience

• Customer service background
• Financial Background/Qualification
• Background on invoice processing
• Proficiency in Filipino language

Required behaviours Changing and Improving, Delivering at Pace, Managing a Quality Service, Working Together

Grade Administrative Officer (AO)

Type of Position Full-time, Fixed term, with possibility of renewal

Working hours per week 36

Region Asia Pacific

Country/Territory Philippines

Location (City) Manila

Type of Post British Embassy

Number of vacancies 1

Salary Currency PHP

41,565 (strictly non-negotiable)

Start Date 12 August 2024

Other benefits and conditions of employment

Benefits:

The British Embassy Manila offers the following:

• A competitive compensation package
• 36-hour work week
• Guaranteed 13th and 14th month pay
• 20 days paid annual leave (calculated on Pro-rata basis if joined after 1 January)
• Extensive medical insurance
• Life insurance
• Access to a guaranteed 5 days of learning opportunities a year.

Learning and Development Opportunities:

The British Embassy is committed to being a learning and development organisation and encourages all staff to pursue continued learning and development in the workplace. We offer a supportive and friendly working environment where staff work to the values of: integrity, honesty, objectivity and impartiality. Everyone is encouraged to take responsibility, be innovative and work together.

The Foreign, Commonwealth and Development Office is committed to developing its staff, working hard to provide a comprehensive L&D offer. Staff have access to a wide variety of online resources and are strongly encouraged to take advantage of all the available opportunities. All new staff undertake a workplace induction and there are a number of mandatory e-learning courses covering areas such as diversity, health and safety, and information management.

Working Patterns:

Monday-Friday, GMT +8). Hybrid working with 60% RTO and 40% WFH setup.

Other Information:

This is a one year fixed-term contract with possibility of renewal for permanent position.

Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Manila is subject to Terms and Conditions of Service according to local Philippine employment law.

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. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.

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.

Candidates are expected to have a valid NBI Clearance.

Additional information

Please note that your application must be submitted before 23:55 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. Applicants called for an interview will be assessed on the core behaviours listed above.

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.

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 site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.

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