The British Embassy Manila is a large diplomatic mission delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives on prosperity, security and consular matters. The Embassy is a modern, diverse and inclusive employer where everyone contributes to the Embassy’s WORC Values of Wellbeing, Opportunity, Respect and Collaboration.

Main purpose of job:

The Department for Business and Trade (DBT) is the UK Government department charged with securing UK and global prosperity by promoting and financing international trade and investment, and championing free trade. In the Philippines, DBT works closely with the Foreign and Commonwealth and Development Office (FCDO) and other partners to:

• promote British trade and investment across the world
• build the global appetite for British goods and services
• break down market access barriers to trade in order to help businesses succeed
• support the development of a new trade policy framework for the UK as it leaves the EU.

DBT has over 200 staff working across 14 Asia Pacific (APAC) countries stretching from New Zealand to Myanmar, led by His Majesty’s Trade Commissioner (HMTC) Martin Kent.

The post advertised is for Finance and Operations Officer to support on DBT APAC’s finance and operations, based in the British Embassy Manila. This a stretching role supporting multiple posts in a high profile area of the UK Government going through a period of growth and change.

The successful candidate will be joining a regional operations team based in locations across Asia Pacific. The line manager for this role is based in British Embassy Manila but the successful candidate will be working with colleagues across APAC.  

Roles and responsibilities/what will the jobholder be expected to achieve:

The role will work closely with the Head of Finance and Operations (HFO) in delivering budget management, financial planning, performance overview & analysis across DBT’s Asia Pacific operations. They will be the first point of contact for any finance and operations queries, and be a crucial advisor on financial and performance issues to senior leaders within the region, including His Majesty’s Trade Commissioner. This jobholder will need to be confident, motivated with a clear eye for risk and delivering value for money through the efficient allocation of resources. 

1. Finance (60%)

• Provide first-line support, guidance and share best practice to DBT teams to develop budget monitoring and forecasting skills, improve accuracy and use of charging instructions, end to end process of procurement and corporate credit cards through identification and focus on areas of weakness
• Ensuring all post across APAC (14 markets) will provide a timely monthly budget and forecast update in the system. Lead on ensuring accurate monthly forecast figures and provide monthly highlights to Head of Finance (HFO) which will include any risks of over and underspend.
• Prepare country team’s monthly financial periodic reports that will steer local Directors on their financial decisions. Review and make recommendations based on annual financial planning returns and analysing variance against forecast, actual spend and allocation.
• Leading on monthly finance meeting with three sub-regions with the support of HFO. Ensure close management of expenses and training of finance leads in country teams, highlighting any updates and priority issues and advising on solutions.
• Co-ordinate Quarterly reviews, taking notes on steps forward and following-up on any pending issues.
• Preparing and updating Delegated Letter of Authority (DLA) at the start of financial year and any budget changes within the year.
• Assisting and supporting the HFO for any additional funding bids within the region, Business Planning and Spending Review return.
• Developing templates and ensure consistency and application of budget management practices in the region.

2. Operations (40%)

• Serve as the first point of contact for any budget, finance and operations queries from all posts.
• Leading on APAC purchasing & procurement housekeeping proactive monitoring of Open POs, unpaid invoices, and unaccounted credit card transactions, identifying and making journal entries.
• Leading on finance and operations training that will be rolled out to APAC through creation of materials such as infographic, newsletter etc. with the support of HFO.
• Managing DBT APAC’s HR Record: include arrivals, departures, vacant slots and their recruitment status.
• Leading on some audit recommendations e.g each post will have their own and updated asset registry.

Additional responsibilities:

• Positive involvement in the WORC (Wellbeing, Opportunity, Respect and Collaboration) values of the British Embassy.
• The successful candidate will sit within DBT Manila and will be expected to contribute to the team’s wider objectives and play a fully participative role in the Manila team and wider-British Embassy.
• Work collaboratively and effectively with colleagues across the British Embassy to support the One HMG approach.
• S/he will be required to attend official functions outside of office hours, and undertake occasional travel dependent on the business need.

• Tertiary Education with an Accounting/Auditing/Financial/Management focus degree and/or undergraduate degree and other professional qualification
• At least three years professional work experience in a relevant field
• Experience with Accounting Principles and Processes, Procurement experience is a plus
• Applied knowledge of Month End Reporting, analysis and presenting Financial Information
• Understanding of financial management and qualitative and qualitative forecasting methodology
• Previous experience in a Financial/Management Role
• Excellent knowledge of Microsoft Office products and particularly Excel
• Good time management skills
• Excellent prioritisation skills.