Finance Assistant

Job Description (Roles and Responsibilities)

**Main purpose of job**:
The **Finance Assistant/Back-Up Accountant** is responsible to the Accountant and CSM for carrying out day-to-day accounting procedures (Invoice Processing, Core Prism Duties, etc.) in line with FCDO policy, and giving finance/accounting-related guidance to staff. Also, wider financial support to the Corporate Service Team (CST), with the aim to provide a first-class service in support of Embassy staff, external stakeholders and the Embassy’s wider objectives under the Country Business Plan.

Roles and responsibilities / what will the jobholder be expected to achieve?:
Accurate, timely and consistent delivery, referring to the Accountant as necessary, on the following tasks and responsibilities of the job in line with the Corporate Services Charter, managing own time and workload effectively, providing guidance and training as required to internal and external stakeholders and making and recording effective decisions to deliver a quality service in line with FCDO guidance, mindful of wider implications:
**Roles and responsibilities**:
Finance
- Responsible Proficient User of the HSBCnet Banking Platform: timely and accurate submission of Local Payments (e.g. Utilities, IMSS, among others) to ensure no errors when CSM/DHM approve;
- Responsible for managing and keeping Staff Banking Accounts Data updated in HSBCnet: enter Payroll Information accurately and securely for CSM/DHM to approve without Bank Rejections. For Payment of Local Suppliers: update banking information responsibly and confidentially in line with GDPR obligations to ensure payment transactions are accurate;
- Responsible for issuing and reviewing calculations of Cheques for:

- HR Terminal Payments: Terminal Benefit Calculations.
- Rental Payments: Amount Calculations according to P2P Procedures.
- Responsible for the accurate submission of Invoices in order to be processed in system for a successful payment to Suppliers: must meet FCDO Policies (P2P) to avoid a negative impact in monthly FPCI’s (Invoices on Hold & Retrospective PO’s).
- Be a proactive Trainer of current/new Staff on Requisitioning & Receiving, Distribution Sets & Suppliers Set-up Procedures, as well as creating useful e-training for them.
- Support the Accountant on Finance Presentations (Corporate Cards & Purchase to Pay Process) when given to current/new Staff Members in order to ensure that Best Practices are followed; doing so in a consistent, fair and respectful manner, whilst complying with Value For Money and cost saving considerations;
- Responsible for updating the Accounts Procedures Manual to ensure the Accounts Section keeps working in an efficient way.
- Provide effective cover and support for the Accountant during official absences, sick leaves, meetings and training, in all Finance & Accounting duties and responsibilities such as:

- Being a Proficient and Accurate HSBCnet Account Manager, while monitoring that all transactions on official accounts (MXN & USD) are legitimate; whilst keeping close contact with HSBC Executives for any related query.
- Have access to the Accounts Safe and its Resources to complete End of Month activities including Accounts Cashbox Management: Four Imprests Replenishment.
- Be responsible for the End of Month Procedures: Submission of the Monthly NPA, issuing Reports for different sections, elaborating File Records, among others.
- Be the main point of contact for CSC Teams from different sections (Invoicing, Payments, Cards, Supplier Maintenance, among others), understanding their requirements and viewpoints, in order to deliver proficient outcomes as a result of accurate and well-communicated team work;
- Assist UK-Based staff to open their local personal accounts with HSBC, whilst giving support to any related query when needed.
- Monitoring FPCIs (Activity Recording, GRNI, Invoices on Hold, RPO, CCC/GPC, among others).
- Responsible for Accounts Section admin tasks including:

- Giving Payment Status Information support, whilst requesting Proof of Payments in order to meet supplier´s financial and accounting obligations with current government policies;
- Request Daily Exchange Rate Values from HSBC to monitor Month’s Rate of Exchange variances.
- Working with both Consular Teams (Mexico City & Cancun) to keep an updated record of their Consular Receipts for auditing purposes.
- Give support and advice on finance queries (PRISM, Payments, Claims, among others) to both internal and external stakeholders, as well as collaborating with different teams to maintain a healthy level of performance;
- Filing/weeding of Accounts Records according to Auditors Guidance/FCDO Policies.
- Active contribution as a member of the Finance Committee;

Core Prism Requisitioner /Receiver
- Raising Requisitions and Receiving goods and services on Prism, and providing back-up as required;
- Become a proficient HERA User who can exploit the tools offered in order to faci