JKT - Business Finance Manager, EO

Main Purpose of Job:

This role blends leadership and operational delivery in finance and procurement as part of the Corporate Services Team. The Coporate Services Team is a growing team that support both the UKs bilateral Embassy to Indonesia (“the Embassy”) and the UK Mission to ASEAN (“the Mission”), as part of a shared platform. The British Embassy Jakarta is part of a world-wide network of 270 Posts, representing British political, defence, economic, trade, and consular interests in Indonesia. The UK Mission to ASEAN works to deepen UK engagement with ASEAN, building on existing collaboration and exploring new ways to collaborate with the organisation and its member states.

Several other parts of UK Government operate from the same platform, and access CST services on an equal basis. The main purpose of this job is to work with the Head of Corporate Services to manage both the Embassys and the Missions budgets, accounts, payments system and bank accounts in line with FCDO guidance and ensure audit compliance and good financial management.  The jobholder will also be responsible for cash profiling and monitoring; ensuring the bank account is in line with appropriate levels.

The successful candidate will need to develop good relationships across different stakeholders at the Embassy and the Mission to scrutinise financials, provide accurate financial forecasting and reporting back to the management. The jobholder 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 jobholder will play a key position in contributing to the successful operations of the Embassy and the Mission by ensuring that finance and procurement operations are managed well to support approximately 200 local and UK staff in delivering the Embassy and the Missions country business plans.  

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.

The position is offered on a one-year Fixed Term Contract to start with. A contract extension or conversion to a permanent contract after 1 year is possible subject to a satisfactory performance and business continuity. 

What the Jobholder will be Expected to Achieve:

60% 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 the Senior Management Team, providing analysis and recommendation as appropriate.
• Run reports from fixed asset system to reconcile to accounting system.
• Timely provision of MI data on request.
• First point of contact for Financial Excellence.  Escalate any anomalies or issues to the Head of CS.
• 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.
• First point of contact for Platform Management.  With subject matter expertise on policy, provide strategic and policy advice to stakeholders.

Prepare and ensure timely and compliant monthly and annual payroll process:

• First point of contact for queries, providing advice and clarification on policies. Lead on ensuring that posts practices are legally compliant. 
• Support HR colleague in ad hoc reward and compensation work.

An internal understanding of the organisations financial and procurement compliance processes:

• Lead on payments and expense process 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.
• Deliver training on processes.

Oversight of our cash profiles:

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

40% will be for Management (Income Generation, Procurement & Contract, Asset/Estate Management, Logistics and Payments Schedule) related activities.

• 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.

Resources Managed (staff and expenditure): 1 (one) AO staff

Information :

• Company : British Consulate-General Hong Kong
• Position : JKT - Business Finance Manager, EO
• Location : Jakarta
• Country : ID