Bma Projects And Finance Assistant, Programmes Team

Found in: beBee S BH - 4 weeks ago

Manama, Bahrain Foreign & Commonwealth Office Full time
(Roles and Responsibilities) The British Embassy Bahrain has a vacancy for Projects and Finance Assistant under the Programmes Team, job grade Administrative Officer (AO). This is for a fixed term contract until 31 March 2025. As a member of the Programmes Team, the jobholder candidate will support in the delivery of a portfolio of projects that support Bahrain-led reform through a package of UK technical assistance. You will be tasked with providing quality administrative and logistics support, managing programme finances and ensuring programme work delivers value for money, as well as leading and co-leading projects with other colleagues across the team. You will need to establish a network of partners locally and in the UK, and work closely with Programmes Team colleagues as well as with other colleagues across the Embassy and the Foreign, Commonwealth and Development Office (FCDO).
Duties and responsibilities: Programme finance management Create, deliver, and close projects using the FCDO\xe2\x80\x99s internal Oracle-based finance system by creating a Contract Purchase Agreement, setting up suppliers, creating project codes and requisitions, forecasting, receipting against a purchase order and project closure. Completing all necessary forms in line with FCDO guidance. Administer programme finances through working closely with Project Officers and Implementing Partners to ensure budget forecasts and actual spend are updated monthly. Flag financial risks and suggest mitigating measures. Develop and maintain financial tools to monitor and evaluate spend offline (spreadsheets). Report programme finance performance to the Board and to Regional Finance Hub, as and when requested. Project management support Provide administrative and logistical support to the Programmes Team through preparing agreements/MoUs in line with FCDO guidelines, making travel arrangements, supporting inward and outward visits logistics, setting up meetings for the team, taking notes and circulating these when required. Lead and co-lead projects with support from Project Officers. Draft project Terms of Reference, complete proposals, conduct procurement, manage stakeholders including implementing partners, report project and finance progress, manage risks, and evaluate project outcomes. Update implementers\xe2\x80\x99 and financial guidelines based on FCDO guidance and good practice, and share these with implementing partners. Liaise and arrange logistics of internal and external events including preparation of agenda and working documents. Liaise closely with the Residence and Events Manager for any internal events. Organise and attend Embassy as well as project-related events as required. Administration support Assist the Programmes Team with record keeping by managing data and information, including saving documents in MS Teams as needed. Ensure a proper filing system is in place and hard copies of signed agreements/ contracts and documents are securely saved. Provide ad-hoc support to the Project and Finance Managers and the Head of Programmes Team as and when needed Other corporate activity Volunteer to serve on one or more of the Embassy\xe2\x80\x99s Committees, including participating in the Embassy\xe2\x80\x99s emergency planning and any response to a crisis. Respond flexibly and actively to evolving priorities and needs. 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: Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive. Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs. Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support. Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions. Essential qualifications, skills and experience Demonstrated ability and experience in a finance and/or administrative support position. Numerate, reliable, and able to work under pressure and on own initiative following compulsory rules and procedures. Experience in project/ programme management support and managing project/ programme budgets. Proficiency in Microsoft Office tools (Word, PowerPoint, Outlook, Teams), particularly Excel. Excellent English language skills, both written and spoken. Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills. Excellent planning and organisation skills. Ability to respond quickly and flexibly to meet multiple and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work. Initiative to solve problems, raise matters of concern, and understand competing priorities. Ability to work rigorously and independently and make judgement calls on when to use own initiative to deal directly with enquiries and seek guidance where necessary. Strong interpersonal skills and works well as part of a team. Capable of working on their own initiative as well as with and through others, including in a fast-paced and changing environment. Good customer skills in dealing with colleagues and external parties, able to work closely with stakeholders at all levels. Demonstrates cultural awareness, courtesy, and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved. Desirable qualifications, skills and experience Relevant finance management and project management/ support experience with international delivery partners/ implementers, government institutions/ public sector, and/or international donors. Arabic language skills. Required behaviours Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year 30 April 2023 Grade Executive Officer (EO) Type of Position Fixed Term, Full-time Working hours per week 35 Duration of Post 18 months Region Middle East & North Africa Country/Territory Bahrain Location (City) Manama/Bahrain Type of Post British Embassy Number of vacancies 1 Salary Currency BHD Salary 915.20 Start Date Start Date - day Start Date - month Start Date - year 1 July 2023 End Date End Date - day End Date - month End Date - year 31 March 2025 Other benefits and conditions of employment The Embassy aims to offer an attractive working environment and remuneration package for this role. The salary for this role is at BHD 915.20 per month based on 35 hours per week. No accommodation nor relocation expenses are payable in connection with this position. The package includes private medical insurance and learning and development (L&D) opportunities. Specific training and mentoring for the role will be provided, and your Line Manager will help you develop a personalised L&D plan and will share opportunities, resources and guidance to ensure you continue your learning. This role is for a full-time employment on a fixed term contract until 31 March 2025. The successful candidate will be subject to a three-month probationary period. The appointment is subject to satisfactory local and UK security clearances. Normal working hours at the Embassy are from 07:30-14:30 from Sunday to Thursday, with core working hours from 09:00-13:00. The Embassy operates a flexible working policy, which entitles staff to work more flexibly as long as the core hours are worked. This will be considered based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies. The jobholder should be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evening and weekend). Additional information How to apply: Interested candidates must include in their online application form 1) an updated Curriculum Vitae (CV); 2) a covering letter/ motivation essay stating how you meet the requirements of the role; and 3) specific 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 these information will not be considered. Applications must be submitted before 23:55 Bahrain local time on 30 April 2023. Applications submitted after the stated deadline will not be considered.
Process: Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted. Appointable candidates who were unsuccessful at interview may be placed on a \xe2\x80\x98reserve list\xe2\x80\x99. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate. The start date mentioned in the 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 and reference checks. The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and in the UK, dependant on the security level required for the role and the candidates profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.
The British Embassy Bahrain is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local labour law. 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.

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