Projects & Finance Assistant- The British Embassy in Bahrain
Main purpose of the job:
The Embassy’s Programmes Team manages and leads on the delivery of a portfolio of projects supporting Bahraini-led reform through a package of UK technical assistance. As Projects & Finance Assistant, the successful candidate will assist the team by providing quality administrative and financial support, working with the Programmes Manager, Project Officers, and in close liaison with colleagues in the Embassy, Partners Across the UK Government, and local and international stakeholders.
Roles and responsibilities:
- Project Management:
Work with Projects and Finance Manager to draft all contracts the Programmes Team may have to comply with the Foreign, Commonwealth and Development Office’s (FCDO) tendering process and procurement guidelines.
Jointly manage existing projects to include regular review meetings with implementing partners and local stakeholders.
Actively manage risks and put in place mitigation with UK implementing partners, escalating as appropriate.
Liaise closely with implementing partners to agree contracts, payment schedules, and effective systems for project monitoring and evaluation, quality assuring project documents. Identifying and recommending corrective action as required.
Developing tools and reporting templates for implementers.
Respond flexibly and actively to evolving priorities and needs.
Encourage contact and networking between project partners, organising and attending project-related events as required.
- Finance
Ensure implementers work to Post’s requirements on accurate invoice and payment processes.
Contracting; set up new suppliers, reviewing invoicing; ensure consistent and timely accounting is achieved.
Preparing and submitting monthly financial and quarterly narrative and financial reports for Embassy projects by managing and maintaining accurate spreadsheets and project files.
Resource managed:
Management of Programme Funds.
Key competencies required:
Delivering Value for Money - Efficient, effective and economic use of taxpayers’ money in the delivery of public services. Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay. Making decisions based on evidenced information and following agreed processes and policies, challenging these appropriately where they appear to prevent good value for money.
Making Effective Decisions - Using sound judgement, evidence, and knowledge to arrive at accurate, expert and professional decisions and advice. Being careful and thoughtful about the use and protection of government and public information to ensure it is handled securely and with care.
Managing a Quality Service - Valuing and modelling professional excellence and expertise to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high quality, secure, reliable and efficient service, applying programme and project and risk management approaches to support service delivery.
Achieving Commercial Outcomes - Maintaining an economic, long-term focus in all activities. Having a commercial, financial and sustainable mind-set to ensure all activities and services are delivering added value. Ensuring tight commercial controls of finances, resources, and contracts to meet strategic priorities.
Essential qualifications, skills and experience
Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication and including report writing in English. Accurate typing and proofreading skills.
Budget management experience.
Project skills.
Excellent organisational ability, with proven ability to manage, plan, and prioritise tasks and workload; and a proactive approach to problem solving.
Strong IT skills and literacy in Microsoft Office applications (MS Word, Excel, PowerPoint, Outlook, Teams).
Collaborative approach to colleague and stakeholder partnerships. Ability to maintain a range of contacts to build effective working relationships.
Flexible, resilient, decisive, and calm under pressure. With a proven track record of delivering results to a high standard within tight deadlines.
Desirable qualifications, skills and experience
Arabic language.
Knowledge of Bahraini government system.
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