About role:

The British Embassy Dubai has a vacancy for a Corporate Services Assistant - Procurement, job grade Administrative Assistant (AA), on a fixed-term contract for three (3) years.

The jobholder will handle matters in relation to procurement, purchase-to-pay (P2P) process, telecommunications, utilities, stationery, office machinery, and movement of UK-based staff baggage for the Embassy in Dubai. They will deliver excellent customer service to internal and external stakeholders in line with the Foreign, Commonwealth and Development Office (FCDO) financial policy and objectives and demonstrate resilience in their work.

Duties and responsibilities:

• Lead on the submission of Value Added Tax (VAT) return to Federal Tax Authority, ensuring all receipts are collated and organised for VAT).
• Coordinate closely with GTPC Manila for resolving issues related to VAT, follow-up on P2P process.
• Maintain department-wise breakdown to have a clear division about each department VAT refunds due. Coordinate with the Finance Officer to charge the refunds to respective departments.
• Network Post accounting (NPA) and Cash Box handling.
• Addressing stationary requests, stock control, keeping a stock of office stationery, supply of stationary whenever request is made, data entry – inventory data management, file management/ updating records on inventory replenishment, managing the FCDO stationary app.
• Oracle database requisitions and recording procedures (P2P). Raise and submit the requisitions in a diligent way paying attention to details, coordinating with GTPC Manila for PO creation, PO approval and with other GRNI.
• Managing UAE Finance Mailbox & Tracker; assigning tasks to the concerned team member. Regularly monitoring the mailbox / tracker and ensure that High priority emails are flagged to the respective team member.
• Support and assist the Procurement officer with rectifying identified procurement issues.
• Assist with procurement of goods and services for the FCDO team.
• Assist with Embassy event planning or Embassy Crisis planning or designated crisis role wherever support is required.
• Provide coverage for Finance Assistant role when required.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Key behaviours required:

• Making Effective Decisions. Use evidence and knowledge to support accurate, expert decisions and advice.
• Carefully consider alternative options, implications and risks of decisions.
• Working Together. Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
• Managing a Quality Service. Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace. Take responsibility for delivering timely and quality results with focus and drive.

Essential qualifications, skills and experience

• Demonstrated ability and experience in an administrative support position.
• Computer and IT literate, with strong MS Office skills, particularly MS Excel. Familiarity with using Oracle-based programme (P2P).
• Excellent customer service skills and telephone manner.
• Demonstrated initiative, adaptability and the ability to work flexibly both in a small team and individually.
• Fluent in English, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines and maintain close attention to detail.

Desirable qualifications, skills and experience

• Previous finance and/or procurement experience either in the public or private sector and exposure to requisitioning and receiving/ purchasing.
• Previous experience of working in the Gulf region.

Required behaviours: Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together

Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Grade: Administrative Assistant (AA)
Type of Position: Full-time
Working hours per week: 35
Location: Middle East & North Africa
Country: Dubai, United Arab Emirates
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: AED
Salary: 9,768
Start Date: 1 March 2024

Other benefits and conditions of employment

The Embassy aims to offer an attractive working environment and remuneration package for this role, which includes 25 days of leave per annum (calculated pro-rata).

Salary is at AED 9,768 per month.

There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.
The Embassy is open from Monday to Friday, from 07:30 to 18:00. Conditioned working hours are 35 hours per week and specific working hours for this role will be confirmed at a later time.

The successful candidate will be required to transfer their visa under the Embassy's sponsorship.

Additional information

How to apply:

• An updated Curriculum Vitae (CV)
• A covering letter/ motivation essay stating how you meet the requirements of the role
• Examples in the relevant sections of the online application form of how you meet the key behaviours and skills required

Applications that do not include this information will not be considered.

Process:

The recruitment process, including security clearance, is expected to take around two - three months. The security clearance process includes checks available in country and with UK, dependant on the security level required for the role and the candidate's profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

Due to the large number of applications, we receive, only those shortlisted for the next step of the recruitment process will be contacted.

The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.

About us

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Additional Requirements

• IT literate
• Strong MS Office skills
• Excellent customer service skills
• Fluent in English (written and spoken)