The British Embassy Bahrain is seeking a highly motivated Projects, Finance and Administrative Assistant. The jobholder will work within the Embassy’s Programmes Team to support the wider chancery in delivery of UK policy priorities by providing quality administrative and logistics support, assisting with project design and delivery, and managing programme finances to ensure compliance and value for money. 

Duties and Responsibilities 

Programme finance management: 

• Create, monitor and close projects using the FCDO’s internal Oracle-based finance system by creating project codes, setting up suppliers, creating purchase orders, managing budget forecasting, and receipting invoices. Completing all necessary forms in line with FCDO guidance.
• Administer programme finances by working closely with Embassy staff 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 British Embassy Programme Board and to the Regional Finance Hub.
• Update implementers’ admin and financial guidelines based on FCDO guidance and good practice and share these with implementing partners.

 Project management support: 

• Lead and co-lead projects with support from the Head of Programme Team. Participate in project design, 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.

 Administration support 

• Provide administrative and logistical support to Chancery, including supporting inward and outward visits’ logistics, setting up meetings, supporting events, producing NVs and taking meeting notes.
• Ensure a proper programme filing system is in place both on Teams and offline, such as hard copies of signed agreements/ contracts and programme documents. Provide information management support to wider Chancery as required.

 Other corporate activity 

• Support on major events such as the King’s Birthday Party (KBP) and Christmas carols.
• Contribute to the life of the Embassy community beyond their formal job description. This could include broader roles such as fire warden or joining a People Committee.
• Form part of crisis preparedness, exercising and any operational response.
• Respond flexibly and actively to evolving priorities and needs, including out of standard working hours.
• Cover for the other team members during times of leave and absence.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the line manager. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

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.

Eligibility

• Ability to obtain the right to work in Bahrain

• Demonstrated ability and experience in a finance and administrative support position. Numerate, reliable, and able to work under pressure.
• Experience in project/programme management support and in 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. Works well as part of a team and 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.