AAIB Finance and Procurement Officer - Flexible Working Available

Location
Aldershot, Hampshire
Salary
£26,126
Posted
25 Nov 2020
Closes
09 Dec 2020
Contract Type
Permanent

Would you like the opportunity to help shape and support a wide-ranging finance function in a high-profile organisation?

Do you enjoy working in an environment where you are valued and can make a real difference?

Are you a problem solver with the initiative and capability to deliver end to end finance activities?

If so, this exciting opportunity as our Finance and Procurement Officer is for you, and we'd like to hear from you!

The Air Accidents Investigation Branch (AAIB) is part of the Department for Transport (DfT). Our purpose is to ‘improve aviation safety by determining the circumstances and causes of air accidents and serious incidents and promoting action to prevent recurrence’. We investigate accidents and serious incidents to civil aircraft in the UK and overseas where there is a UK interest.

The AAIB is based on a large attractive site between Farnborough and Aldershot, and includes office accommodation, hangars and a wreckage compound, set in a naturally landscaped site.

For further information about our work please visit www.aaib.gov.uk.

Job description

We are looking for a Finance and Procurement Officer to join the small finance team who provide important support to the AAIB, including:

•Managing the AAIB budget by reconciling and delivering detailed internal and external financial returns;

•Monitoring accurately AAIB spend; ensuring value for money and maintaining a robust level of financial governance, ensuring invoices are paid in a timely and efficient way;

• Providing advice on procurement and departmental contractual processes, including financial and contractual delegations;

•Compiling data and providing analysis for audits, exercises, and to support business cases;

• Resolving internal and external stakeholder’s queries;

• Reporting financial and contractual information to all our stakeholders
 

Responsibilities

This role provides critical support to the Finance Manager and wider AAIB and requires excellent prioritisation skills, attention to detail and the ability to multitask.

The main duties and responsibilities of this role include, but are not limited to:

Internal budget and payment management

• Managing a timely and efficient invoice payment process, including advising of the most appropriate payment method and raising POs
• Tracking and reconciling spend against budgets, providing regular reports and advice for budget holders and senior leaders and promoting best practice
• Tracking and reconciling invoices and refunds from Insurers or Overseas Territories and Crown Dependencies
• Maintaining excellent working relationships with stakeholders across the finance community and the Future of Shared Services (FOSS) team, ensuring that the AAIB finance team are up to date with new initiatives and processes within the DfT
• Responsibility for all legal payments, working with inspectors to ensure accuracy and value for money
• Responsibility for regular payments to AAIB suppliers, including printers, recorded data support and engineering support contracts
•Answering queries relating to POs and unpaid or parked invoices

Focal point for contract management and procurement

• Contract management and procurement focal point for the AAIB, advising and supporting AAIB contract managers and budget holders
• Ensuring the AAIB is compliant with new tendering and contract approval processes within the DfT
• Provide expert advice to the Branch on financial and contractual delegation
• Managing the procurement and tracking of AAIB contracts on SAP
• Maintaining a robust electronic purchasing and contractual system to ensure a comprehensive audit trail

Supporting the Finance Manager

• Assisting with the monthly and quarterly reporting and reconciliation requirements
• Representing the Finance Manager when required at internal and external meetings
• Working with the IT team to understand the potential of the new cloud-based MS 365 system and SharePoint to streamline and transform ways of working within the finance team

For further details, please see the attached role profile

Additional Information

Due to the nature of AAIB operations, you may be exposed to situations, information and material of a sensitive or traumatic nature (video and photographs) which may be distressing.

You may be required to speak with potentially traumatised accident victims and witnesses, as well as bereaved relatives, using tact and compassion. It is essential that applicants consider these requirements before applying for the post as they will be required to participate in a wellbeing and traumatic stress risk review in advance of their recruitment interview. Potential applicants are welcome to contact the AAIB for further information, details are provided in the contact for applicants section

To support the AAIB’s operation, the successful applicant may be required to join an on-call rota to provide support remotely or from the AAIB’s offices (including out-of-hours). This will include, but not be limited to, providing support in the event of a major aircraft accident and supporting out-of-hours operational activity as required. In addition to the basic salary, for this commitment on-call and out of hours Recruitment and Retention Allowances (RRAs) may be paid once fully trained.

It is a requirement of the post that the candidate has a full driving licence valid in the UK.

The AAIB site is in a semi-rural area and is not served by public transport, but there is a secure car park on site.

For further information about our work please visit www.aaib.gov.uk.

About you

This role provides critical support and requires excellent prioritisation skills and the ability to multitask. You will have excellent numerical, analytical, and logical problem-solving skills and pay great attention to detail to make sure information is accurate and consistent.
You able to understand systems and workflows to compile, produce and deliver detailed information, from internal and external sources, to a range of stakeholders.

You will have the confidence to challenge decisions and issues at all levels by highlighting concerns over costs, value for money and procurement process.

You will also have excellent communication skills to ensure clear understanding of processes and requirements, adjusting for different stakeholders and customers. You will provide models of best practice for budget holders.

You will work to tight deadlines to deliver and manage expectations and deal with conflicting priorities, collaborating with internal and external stakeholders to reach common goals.

You will enjoy holding significant responsibility and making a difference in a small team where everyone counts. You will hold a forward-thinking mindset with the willingness to adapt to new ways of working and system modernisation. You are a problem solver, with the initiative to react and deliver to ever changing work demands and priorities.

Licences

It is a requirement of the post that the candidate has a full driving licence valid in the UK.

Behaviours

We'll assess you against these behaviours during the selection process:

  • Delivering at Pace
  • Managing a Quality Service
  • Changing and Improving
  • Working Together
  • Leadership

Benefits

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance.

Find out more about what it's like working at the Department for Transport.

Things you need to know Security

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.

People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Ability and Experience.

We are closely monitoring the situation regarding the coronavirus, and will be following central Government advice as it is issued. There is therefore a risk that recruitment to this post may be subject to change at short notice. In addition, where appropriate, you may be invited to attend a video interview.

Please continue to follow the application process as normal and ensure that you check your emails regularly as all updates from us will be sent to you this way.

After submission of the first stage of your application you will be invited to complete a (Verbal Reasoning and Numerical Reasoning test. If you successfully pass the test, you will be invited to complete the final stage of the application.

Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests is 23:55 on 9th December. If you fail to complete the online test before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

When considering your experience, please tailor your CV/Personal Statement to provide evidence of the below:

• Working in a customer-facing procurement or finance team, or in a role with financial responsibility
• Delivering high quality reports with tight timescales and competing demands
• Working with MS Office Excel and Word
• Interpreting and following policies and procedures to deliver timely and accurate results
• Ability to work on own initiative and to be accountable for actions

You are encouraged to refer to the role profile for further advice and information on completing your application.

The sift is due to take place on 10th December 2020.

The final stage of the selection process will be an interview which is likely to be held w/c 11 January 2021

Interviews will held at the AAIB’s offices (Aldershot, Hampshire) or via video conference if the COVID19 restrictions are still in place. Full details will be provided to you should you be selected for interview.

In advance of the interviews, candidates will be required to complete an online assessment and then participate in a face-to-face wellbeing and traumatic stress risk review. Potential applicants are welcome to contact the AAIB for further information (contact point below).

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

For further information on Success Profiles visit our Careers website

Further Information

To learn more about applying for a role within the Department for Transport, visit the Application Process page of our Careers website.

Before submitting your application, we encourage you to visit our Things You Need to Know page for further information about applying for a role within the Department for Transport and the Civil Service.

Throughout this job advert there are links to the DfT Careers website, which provides you further information to support your application. Should you be unable to access the information on our website, please email [email protected] for assistance.

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants Job contact : Name :   Ian Bass Email :   [email protected]   Recruitment team : Email :   [email protected] Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here (https://civilservicecommission.independent.gov.uk/) to visit Civil Service Commission

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