Administrative and Finance Officer

hace 2 semanas

Ciudad de México Foreign & Commonwealth Office A tiempo completo

Job Description (Roles and Responsibilities)

**Main purpose of job**:
The Department for International Trade (DIT) is the Trade and Investment Promotion and Negotiation organisation for the United Kingdom. We promote British trade and investment, support UK businesses overseas, and attract foreign investment to our shores. We have 3,000 staff across the globe in over 100 countries.

DIT is looking for a full-time Administrative and Finance Officer to work with the Mexico team, based at the British Embassy in Mexico City.

**Roles and responsibilities**:

- Provide administrative support for the senior leadership as required - including travel, diary and finance management, and as needed. Work closely with the DIT staff to ensure the effective delivery of the administrative operation.
- Liaise with civil society organisations, companies, and the Mexican government to set up meetings and invite contacts to events.
- Support DIT staff during the preparation of visits from DIT and FCDO senior officials, including visits of Ministers, Commissioners, and Secretaries of State.
- Support the DIT team with planning and organising official luncheons, dinners, and social events, including virtual events and special projects.
- Set up new vendors and suppliers in Oracle Accounting System and create requisitions for Purchase Orders.
- Provide auditors with all records, documents, and files when required.
- Process invoices and follow up with the Embassy Accountant on payments.
- Participate in fortnightly calls with the Embassy Accountant.
- Update financial spreadsheets when required.
- Keep and file records and paperwork per Embassy guidelines.
- Work with the Finance Manager to ensure value-for-money principles.
- Support DIT staff with finance-related questions (e.g., about submitting corporate credit card and cash expenses claims).
- Provide administrative support during budget preparation and business planning.
- Provide cover in absence of the Finance Manager / Executive Assistant.

**Resources managed**:
None

Essential qualifications, skills and experience

**Essential on arrival**:

- Work flexibly across areas since the role involves working with numerous teams in different time zones.
- Creativity and innovation will be required when developing and implementing service requirements for procurements to ensure value for money.
- Be a self-starter, proactive, and possess a solution-oriented mindset (problem solver).
- Be a good planner and able to juggle competing demands, switch between different functions, and be comfortable working at speed with several stakeholders.
- Can-do attitude.
- Organisation and time management skills, including diary management, with a high level of attention to detail.
- Ability to work independently but also with colleagues and contacts in the immediate and wider teams as appropriate.
- Ability to work in a high-pressure, high-workload environment.
- Excellent teamwork and interpersonal skills.
- Clear communicator, both verbal and written.
- Ability to efficiently manage budget and forecast.

**Language requirements**:
Level of language required: Proficient

Desirable qualifications, skills and experience

Desirable:

- Work experience (at least two years) as an Administrative Assistant, Finance Officer, or similar.
- Familiarity with accounting software (e.g., Oracle Accounting Systems).
- Previous experience in diary management or working as an executive assistant.
- Good knowledge of accounting and bookkeeping procedures.
- Be familiar with and interested in key international policy issues and diplomacy.
- Bachelor’s Degree.
- Required behaviours- Seeing the Big Picture, Changing and Improving, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year
- 27 February 2023

Grade
- Administrative Officer (AO)

Type of Position
- Full-time, Permanent

Working hours per week
- 38

Region
- Latin America and Spanish speaking Caribbean

Country/Territory
- Mexico

Location (City)
- Mexico City

Type of Post
- British Embassy

Number of vacancies
- 1

Salary Currency
- MXN

Salary
- MXN 20,530

Start Date Start Date - day Start Date - month Start Date - year
- 11 April 2023

Other benefits and conditions of employment

**Learning and development opportunities**:
**Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.**

Additional information

**Working patterns**:
Full-time hybrid (3 days at the office; 2 remotely)

**The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities. All staff at the British Embassy and its Consulates in Mexico a

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