MNL - Regional Finance Assistant, AA
Department for Business and Trade
Date: 3 weeks ago
City: Manila
Contract type: Part time
Main Purpose Of The Job
To support the operational delivery of services provided by the Global Transaction Processing Centre (GTPC) to British Embassies and High Commissions globally.
Support a culture of continuous improvement to not only meet but exceed the service standards set by our Service Level Agreements while working to improve financial compliance across the FCDO.
Roles and responsibilities / what will the jobholder be expected to achieve?
Supplier Maintenance and PO Processing
To support the operational delivery of services provided by the Global Transaction Processing Centre (GTPC) to British Embassies and High Commissions globally.
Support a culture of continuous improvement to not only meet but exceed the service standards set by our Service Level Agreements while working to improve financial compliance across the FCDO.
Roles and responsibilities / what will the jobholder be expected to achieve?
Supplier Maintenance and PO Processing
- Receive, review and validate requests to ensure it meets the standard. Set-up supplier records in the system.
- Set-up, maintain and amend Purchasing Suppliers in the system and banking platforms.
- Receive, examine and process requisitions. Ensure that all requisitions are made in compliance with the FCDO’s procurement policy.
- Create Purchase Order (PO) within agreed timelines based on the data obtained from requisition and sends back to requisitioner.
- Confer with Requisitioners from different overseas missions to determine purchasing needs and specifications.
- Perform 3-way PO matching invoices; analyze and resolve invoice discrepancies in accordance to the standard process.
- Review all invoices, staff claims and travel advances for appropriate documentation (i.e.. Staff claim forms) and approval prior to payment. Enter invoices to the system within 24 hours of receipt in the mailbox with allowance for overseas missions in old SLAs
- Process debit memos and coordinate with AR to invoice or re-invoice for any adjustments related to staff debtors and supplier’s refunds.
- Review validity and completeness of supporting documentations of invoices, staff claims and travel advances prior to creating payment batch for a particular overseas mission
- Upload Prelim Pay register within the agreed timeline
- Posting of all receipts and other AR transactions onto Oracle timely and accurately. The expectation is that postings occur the same day the visa/consular certificate was received.
- Maintaining thorough, well-organized certificates files by sorting and filing by overseas mission.
- Ensure network post spreadsheets are being processed and reconciled to HERA system on a monthly basis
- Process, transmit and run transactions for excess funds to UK and other interaccount transfers.
- Perform bank reconciliations- reconciliation of the bank statement against the GL and reconciliation of any assigned clearing accounts.
- Perform reconciliation of Check A – cash, bank, and network post spreadsheet as well as generation of various reports to support the reconciliation. Liaises with Corporate Services Team to confirm balances as of a certain date
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