POSITION: Programme Administrative Support Officer
DEPARTMENT: International Development Foundation, ILCU REPORTING TO:
International Programme Manager
INTERNATIONAL DEVELOPMENT FOUNDATION
The mission of the International Department Foundation of the Irish
League of Credit Unions is to alleviate poverty in developing
countries by supporting credit unions and their representative bodies
through the provision of financial and technical assistance. Over the
last thirty years, the Foundation has worked to strengthen the role of
credit unions and savings and credit cooperatives by sharing the
success of the Irish credit union movement and the experience of
international partners. The Irish League of Credit Unions (ILCU) seeks
to recruit a suitably qualified professional to be based in Dublin for
the role of Programme Administrative Support Officer.
MAIN PURPOSE OF THE JOB:
The Programme Administrative Support Officer will be responsible for
providing administrative support for the Foundation?s major
projects, including overseas programmes; facilitating travel
arrangements for Foundation staff; facilitating the smooth and
efficient running of the internal functions of Foundation and ensuring
that administrative duties are carried out effectively and
documentation is kept up to date. As the role develops the Programme
Administrative Support Officer may support proposal development and
reporting related to the Foundations programmes overseas.
MAIN DUTIES
_PROGRAMME SUPPORT:_
* Ensure all project documentation is recorded and filed (including
proposal applications, contracts, submitted reports and donor email
communications) maintained for all co-funded projects.
* Assess potential donor opportunities on a regular basis and assist
with funding proposals and reporting as requested.
* Draft third party contracts, terms of reference and agreements for
the Foundation as required.
* Assist in budget development of ?mini-projects? with Technical
Advisors.
* Track spend of projects and ensure that accurate documentation is
provided for all expenditure.
* Organise travel arrangements and costings, including flight
bookings, accommodation, insurance, per diems.
* Provide support for travelling staff by organizing briefings,
itinerary planning, liaising with hosting partners, and keeping
up-to-date with restrictions for international travel.
* Ensure full and properly executed documentation is maintained for
all workshops, trainings, study tours and overseas field trips.
* Liaise with partners and external stakeholders on documentation
and meeting organisation, and maintain productive working
relationships to ensure smooth implementation, cooperation and support
of the programmes.
* Occasionally attend external meetings and represent the
Foundation.
* Draft narrative reports on projects for the Foundation Board and
donor reports.
* Conduct regular reviews of published tenders to explore future
opportunities for the Foundation.
* Speak with Credit Union staff in the Republic of Ireland and
Northern Ireland to keep them updated on fundraising drives.
_GOVERNANCE AND COMPLIANCE:_
* Ensure adherence with internal Foundation policies, manuals,
processes and systems, and ensure that they are operational.
* Assist in drafting new policies and revision of existing policies
with the Compliance Officer.
* Maintain a schedule of policy updates.
* Comply with external policies and external reporting requirements
to regulatory bodies as required.
* Process invoices and expenses in line with agreed finance
procedures on behalf of the Foundation team.
* Liaise with the Compliance Officer regarding donor account codes
for expenditures.
* Undertake Data Protection duties for the Foundation with regard to
maintaining data registers in line with GDPR, and respond to Rights
Requests and deal with any potential data breaches.
_ADMINISTRATION:_
* Attend weekly staff meetings and take and distribute meeting notes.
* Provide support to every new staff member on their induction, with
direction from the CEO and their line manager.
* Assist with meeting logistics including booking venues and/or
organising Teams & Zoom meetings for events.
* Organising logistics for events including room set up, technical
set up and support, technical supports.
* Maintain and continuously improve administrative systems,
including electronic filing systems (e.g. Sharepoint, Sync), project
plans, and databases.
* Provide general admin support to the Foundation team, Board
Directors, and key stakeholders as required.
* Take responsibility for post to and from the office.
* Co-ordinate the storage of documents for the organisation.
* Proofread and format texts and reports for external
communications.
* Keep up to date with news of our programme countries.
* Undertake any other duties and responsibilities appropriate to the
post.
SKILLS AND EXPERIENCE REQUIRED
* 3rd level Degree
* Minimum twelve months administrative experience in a busy
environment
* Excellent organisational and interpersonal skills
* Ability to work in a busy environment, prioritise and manage
multiple tasks
* Experience of arranging travel
* Excellent word processing skills and a high-level of competence in
Microsoft Office applications
* Knowledge of setting up office systems and procedures
* Experience using teleconferencing technology
* Good experience of compiling reports
* High level of attention to accuracy and detail
* Ability to work on own initiative
* Highly motivated with the ability to work under pressure and to
tight deadlines
* Good team player
HOW TO APPLY:
Please submit CV with Cover letter via email to: Maura Behan, HR
Executive, ILCU
- Email: **APPLY ON THE WEBSITE**
Closing date for receipt of applications is Friday **Apply on the
website**th June **Apply on the website**
_THE IRISH LEAGUE OF CREDIT UNIONS IS AN EQUAL OPPORTUNITIES
EMPLOYER._
_The ILCU International Development Foundation is registered in
Ireland, registered charity number **Apply on the website**_
We need : English (Good)
Type: Permanent
Payment:
Category: Others
