Finance & Purchasing Assistant

Job Description

Venesky-Brown’s client, a public sector organisation in Glasgow is currently looking to recruit a Finance & Purchasing Assistant for a 11 week contract on a rate of £12.72/hour PAYEResponsibilities:- Place orders using existing procedures and systems (FMS), checking that the appropriate level of information is included in orders to ensure compliance and allow sub-project managers to approve transactions.- Make travel or other related bookings, i.e., book flights, trains, car hire, taxis, either directly (phone, internet) or via an external travel company, following established procedures.- Deal with all incoming enquiries in a friendly, helpful manner and transferring to appropriate staff members when necessary.- Maintain the stationery and catering supplies for the organisation, using 5S and lean principles to practice good stock control and maintain a well-organised, easy to use self-service supply area- Act as expenses and travel card proxy for senior staff and assist members of the senior management team to submit expenses on an as required basis.- Provide support to the Senior Finance Assistant to manage the new supplier process for NMIS, identifying when a new supplier should be added to supplier management systems, liaising between the supplier, Procurement and Finance, and NMIS requisitioner(s).Ensure that any issues are resolved and that the request is processed in a timely manner.- Liaise with sub project managers to ensure the timely and accurate processing of Goods Receipt Notes (GRNs), providing guidance and support as required. Support the processing of GRNs including monitoring and updating local and organisation systems accordingly.- Responsible for regularly monitoring and maintaining the Goods & Services files, keeping all information accurate and up to date at all times.- Investigate routine issues (e.g., supplier queries, duplicate payments, investigation of overspend, order versus invoice discrepancies). Based on knowledge/experience, carry out data analysis and reporting to identify and recommend or undertake correctiveactions.- Working with suppliers on a day-to-day basis including caterers and local taxi firms, regarding ordering and invoicing, and independently resolve issues where appropriate- Undertake other financial and non-financial administrative duties as requested by the Team Lead, providing flexible assistance during periods of absence and increased workload commensurate with the grade.Essential Skills:- A good level of general education including English and Maths (Grade C or above), with previous work experience in a similar environment- Demonstrable experience of general office administration- Experience of handling confidential or commercially sensitive information- Experience of liaising with and advising a wide range of stakeholders (suppliers, senior management, colleagues and customers)- Experience of using Agresso to review budgets, submit and process expense claims etc. including, with support, determining the appropriate level of access required by colleagues in different roles- Competent in the use of MS Office packages, including Outlook, Excel and Word- Experience of using Agresso (FMS), Parabilis, Oracle FIS, PECOS or other Financial or similar systems- Experience of dealing with a wide range of people in business environment.- Excellent attention to detail and able to see what needs to be done using own initiative.- Good level of literacy and numeracy- Able to work under time pressure, and with conflicting priorities- Evidence of being able to deal with complaints or difficult customers in a professional manner- Great organisation skills, and confident with handling confidential information- Ability to work as part of a team- Flexibility in approach to the role in keeping with any customer-based job.Desirable Skills:- Qualification in Office Administration, Business Management, Accounting & Finance, or related subjects- Experience of collating requirements (possibly from different sources) to place complex orders- Experience/knowledge of budget management, in particular understanding the correct use of activity codes when placing orders on sub-projects from different funding streams.- Experience of accurately manipulating, analysing and summarising data using Excel and SharePoint. E.g., using filters and pivot tables (Excel), or appropriate search criteria (Agresso).- Experience of working in an environment where high levels of accuracy and compliance to standards are required, having the confidence to challenge colleagues in cases of non-compliance.- Experience of using Microsoft SharePointIf you would like to hear more about this opportunity please get in touch.

Keyskills :
general office administration Competent in the use of MS Office packages including Outlook Excel and Word xperience of using Agresso (FMS) Parabi