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Summary of Accountability

The Administrative Officer works under the direction of the Director and UK Representative to undertake administrative, financial reporting and accounting, and associated duties in accordance with Bermuda Government policies and procedures that contributes to the efficient and effective operation of the London Office. The post holder has delegated authority to make operational decisions with respect to the administration of the office within the guidelines of the Government of Bermuda and UK legislation. In the absence of the Director and UK Representative, the post-holder may be required to give direction on behalf of the office, in accordance with defined policies and procedures.

Essential Knowledge and Skills

Demonstrated ability to undertake the following leadership competencies at a Level 1 General Knowledge / People Skills (Soft Skills) Excellent communication skills, both written and verbal; diplomacy skills; excellent judgment and organization skills to indude the ability to prioritize work efficiently; the ability to maintain the highest degree of confidentiality, to lead in a professional and mature manner, and work on one’s own Initiative. Technical Knowledge / Position Specific Skills (Hard Skills). This includes knowledge of particular legislation, processes, specialties, etc. Must be familiar with the Public Service Commission Regulations 2001 and Public Service (Delegation of Powers) Regulations 2001 and subsequent amendments, Financial Instructions, Collective Agreement between the Government of Bermuda and the Bermuda Public Services Union (BPSU), and the Conditions of Employment and Code of Conduct (CECC). Must be proficient in the use of computer packages, i.e. MS Office Suite, and financial payroll systems such as Crown Banking system.

Minimum Experience Required

A minimum of three (3) years relevant experience.

Minimum Education Qualifications

The post holder must have an Associate’s Degree in Business Management, International Business, International Relations or related discipline.

Additional Information

POST IS OPEN TO BERMUDIANS ONLY. The post-holder is required to work out of the London office. The post-holder may be required to work outside the normal hours of duty. Consideration will be given to applicants who do not possess the education requirement but have a minimum of six (6) years relevant experience.

Duties and Responsibilities of Post

The duties of the post include, but are not limited to the following: ADMINISTRATIVE DUTIES: • Undertakes administrative duties to assist the Director and UK Representative in performing his/her duties and responsibilities in an effective and efficient manner. Such duties include but are not limited to filing, photocopying, collating materials, typing and the secure handling of confidential correspondence related to sensitive matters such as reports, minutes of meetings, general correspondence, All typing undertaken must be proofread for accuracy and correct presentation before presenting for review and signature/approval. • Maintains a diary for the Director and UK Representative and advises him/her of all appointments and provides any files, information, materials he/she may require for meetings. • Makes travel arrangements, including airline and hotel reservations for the Director and UK Representative, when he/she travels on official business. Ensures that the relevant documentation (inclusive of subsistence requests) is prepared and signed by the respective officer of Submits the necessary purchase orders for approval and processing in respect to the travel arrangements. Maintains a record of the itinerary so that he/she can be contacted at any time, if needed. • Maintains all personnel records within the Office and ensures all staff are properly documented, and oriented regarding the general office policies and Processes and prepares all documents associated with new hires, terminations, annual increments, employee annual leave, sick leave and other changes. Inputs all sick leave into the Vacation Leave Tracking (VLT) system. • Selects, purchases and replaces all office equipment in accordance with Financial Instructions and after approval from the Director and UK Representative. Administers all service contracts with vendors to ensure the reliable functioning of all office equipment and systems, e. security and air-condition. Ensures the office equipment and systems are serviced and maintained according to the terms of the agreements. FINANCIAL, REPORTING AND ACCOUNTING DUTIES: • Monitors the London Office’s bank account and payment of invoices. Brings any discrepancies to the immediate attention of the Director and UK Representative. • Liaises on a continuous basis with the bank, The Cabinet Office’s Ministry Comptroller and the Accountant General’s Department in respect of London Office’s financial statements, bank drafts and movement of funds between Bermuda and the Brings any discrepancies to the immediate attention of the Director and UK Representative. • Collates monthly financial statements for review by the Director and UK Representative in preparation of the annual budget. • Prepares and receives all London Office invoices for payment by the Accountant General’s Department or the Crown Agents Bank. • Ensures that all goods and services used by the office are secured under the best possible terms and conditions, and that payment is made in timely and effective manner to avoid any late fees or disciplinary costing. • Liaises with all office vendors to resolve outstanding amounts and reconciles accounts for discrepancies. • Reviews and proofs the weekly payments register for accuracy and completeness prior to submission to the Director and UK Representative for authorization of payment. ASSOCIATED DUTIES: • Provides consular guidance to Bermudians residing in the United Kingdom (UK), • Supervises those involved in the internship programme and/or persons on secondment, as required by the Director and UK Representative. • Assists with promoting the awareness of the London Office in the UK, in consultation with the Director and UK Representative. • Undertakes any relevant duties, as required by the Director and UK Representative, to assist in fulfilling the London Office’s function.

Interested candidates must submit their applications through the Government Careers Portal: www.govtcareers.gov.bm