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:

To support the effective and efficient delivery of Purchase to Pay (P2P) services provided by the Global Transaction Processing Centre (GTPC) processing teams to British Embassies/High Commissions globally. Overseeing the accurate and timely processing which will contribute to the payment of circa 8,000 monthly supplier payments and payroll payments through Oracle.

Manage the day-to-day operations of one of the functional teams engaged in P2P processes. Encouraging a culture of continuous improvement to not only meet but exceed the service standards set by the Service Level Agreement while working to improve financial compliance across the FCDO.  

Ensure the team is trained to a high level in both their technical job skills and behavioural softer skills, particularly those involving communication and providing a quality service. This position will need to support as necessary FCDO’s transition to new ways of working.

Note:

The incumbent will hold the position for one of the functional P2P teams.  If the business need arises, the incumbent may be moved to cover another P2P requirement as outlined in the job specification with the same grade.

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

1. Operational Management

• Manage the operational delivery of a “best in class” Finance P2P end-to-end function. This ranges from processes associated with Supplier Maintenance, Purchase Orders, Accounts Payable, Invoice/Payments, Accounts Receipts and Reconciliation.
• Ensuring all transactions and requests are processed within agreed SLAs.
• Plan daily workload of team ensuring fair distribution amongst officers. Monitor progress within the day, re-assess and re-prioritise workloads if necessary to manage overall team and individual productivity.
• Ensure that team are working to the quality standard and the compliance is being adhered to and risks are being managed.
• Build and maintain an excellent working knowledge of the Oracle based cloud system used (Hera) processes to provide transactional processing support to AO team members and wider FCDO stakeholders.
• Investigate any aging transactions and initiate action to resolve underlying issues.
• Perform accuracy checks or approval of transactions as required.
• Drive process improvements through the Continuous Improvement Process by collaborating with all GTPC and overseas missions to ensure any improvements add value and are adopted by all Centres.
• Support Business Continuity by working with GTPC colleagues in the UK on the on-going alignment of Purchase to Pay processes used by all Centres.
• Oversee management of shared mailboxes ensuring all emails are actioned within SLA.
• Ensure team’s compliance with financial policies and guidance as well as audit recommendations. Be accountable for any non-compliance within the team.
• Be the subject matter expert for processes and ensure regular training and development of the team.
• Promptly address any incidents in accordance with guidance, ensuring that lessons learnt are taken forward and any agreed changes implemented to prevent future recurrence.
• During periods of high volume, process regular BAU requests to assist team meet the SLA.
• Maintain confidentiality of information as per GDPR guidance especially those that pertain to bank and staff details.
• Assist with providing accurate data for monthly KPI reporting. Escalate any concerns in data.
• Submit contributions to the monthly Finance newsletter to provide other overseas missions with process updates and reminders on best practice.  
• Demonstrate flexibility by completing tasks related to the work of the team as delegated by your line manager.
• Lead on projects as advised by your line manager.
• Provide cover for the Process Head in their absence and perform other duties as requested by the Line Manager.

2. Stakeholder Management

• Act as 2nd stage escalation for any customer issues resolving and investigating queries as necessary.
• Act as 2nd point of contact for any escalations to the assigned overseas missions/regions, finance and payroll hubs, and different teams within GTPC ensuring responses are provided within SLA.
• Co-ordinate closely with P2P processing teams in GTPC Manila and GTPC HSP to ensure no transactions are missed between the teams and passed quickly from one team to another. Build relationships to increase understanding of Purchase to Pay processes.
• Build relationships with other teams such as Finance & HR Payroll Hubs, Procurement and Strategic Banking, working together to ensure smooth transitions between teams to minimise processing time and reduce errors.
• Participate in GTPC activities including overseas visits, training, and open house sessions.

3. Staff Management

• Ensure all staff are managed according to Performance Management guidance with monthly one-on-ones, SMART objectives, timely feedback and appraisals, and complete at least 5 days development a year.
• Monitor individual team performance and immediately address performance improvement monitoring of an identified officer.
• Make certain the team are aware of and consistently adhering to data security policies and financial guidance. Build capability in the team and provide clear instruction and training for new process. Update staff regularly on outcomes from Incident Management meetings.
• Keep staff motivated and recognise and reward high performance. Embed Manila Embassy values within the team dynamics and behaviours.

4. Learning and Development

• Commit at least 5 days each year for personal development like job shadowing, rotations, attending meetings and training.
• Expand knowledge by redeployment to different GTPC Manila functional teams.
• Be subject matter expert in end to end P2P.

Resources managed (staff and expenditure):

• Direct line management for 3-7 x AO staff

• Diploma/Degree holder
• Experience of managing a team
• 4 years of operations experience
• Substantial understanding of Purchase to Pay process end to end
• High level of IT skills with minimum MS Excel to level 2 and other Microsoft applications such as MS Outlook and MS Teams