Corporate Services Assistant, AA at British High Commission

Job ID: 33/22 LOS
Grade: Administrative Assistant (AA)
Start Date: 1 November 2022
Type of Position: Fixed Term
Duration of Post: 12 months
Type of Post: British Deputy High Commission
Number of vacancies: 1
Job Subcategory: Corporate Services Support
Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Main Purpose of Job

• This is an exciting multi-hatted role at the heart of the British Deputy High Commission. With responsibility for a varied range of Corporate Services support activity, this role assists in the effective delivery of the Corporate Services platform. Finance / accounting knowledge is required to make and monitor various transactions.
• The successful applicant will need to demonstrate that they are able to work independently with minimal supervision. They will need to exercise good judgement and they will also need to demonstrate excellent organisational skills including time management and the ability to prioritise effectively.

Roles and Responsibilities
What will the jobholder be expected to achieve?:
Accounts (45%):

• Manage all payments and receipts at the cash office. Ensure prompt replenishment is made and assist with preparation and authorisation of cheques from the weekly batches, if any. Review expenses and claims, daily documentation of cash transactions and ensure monthly checks are carried out by delegated authority (cash transactions)
• Preparation of all payment schedules and sending it off for processing, also ensuring any payment issues are resolved as soon as possible and Prepare debit memos and MIRs   .
• Liaise with and communicate with the bank representatives for helping new staff with opening of personal accounts, contacting the back when there are ATM issues, and advice on any issue that relates to bank transactions, payments, or national regulations that may affect the mission.
• Ensure proper documentation of minutes of meeting during the regular finance update meeting, contractors meeting, CS meeting, amongst others.
• Perform other basic administrative functions: filing of documents, maintenance of bank implant files, posting of monthly exchange rates on pin board, dissemination of timely information, BT Payments list, email responses, and filing.

Human Resources (35%):

• Database management and updating of staff personnel files.
• Preparation of staff letters and documentation.
• Assist the Human Resource Officer with new staff on-boarding and enrolment.
• Maintain accurate HMO staff lists.
• Providing support to the Learning & Development function.
• Providing cover to the Human Resource Officer when required.

General Administration (20%):

• Stationary Store Management- Addressing all stationery requisitions, reorders, update of occasional stock count, proper documentation and handling of the store on Wednesdays. (Store management)
• Procurement Responsibilities- Liaise with procurement team to ensure or prevent stock out and placement of special orders; proper receipt and waybill is received. Filing of all BDHC property documents and ensuring correct item description and details.

Essential Qualifications, Skills and Experience

• Qualifications in Accounting / Business Administration or any other Social Science disciplines.
• At least 1 year relevant experience in Finance and HR with knowledge of accounting and payroll.
• Customer service experience in dealing with large volume of emails.
• Good working knowledge of IT. Proficient use of Microsoft Office tools – Word, Outlook, Excel, Teams.
• Good oral and written communication skills.

Desirable Qualifications, Skills and Experience:

• Prior experience in audit and financial reporting processes.

Required Behaviours:

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

Salary
USD 765.70 monthly.