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Position:

Office Administrator/Accounts Assistant

Reporting to:

Executive Director

Working Relationships:

Programme Officer, Board of Directors, Accountant, Overseas Partners, Spiritans, Schools Immersion leadership teams, key Aidlink stakeholders

Function:

To act as key administrator for the Aidlink office with principle responsibility for maintaining the organisation management accounts and associated records.

Salary:

€25,000 to €30,000 depending on experience

Contract:

1 year fixed term contract

Key responsibilities:

Finance

  • Accounts payable and receivable – responsible for processing all invoices, lodgements, transfers, bank reconciliation, cash reconciliation, petty cash etc
  • Produce monthly management accounts and financial reports (budgets, funds forecasts,)
  • Oversee all bank accounts ensuring balances are sufficient for activities required
  • Track, record and acknowledge all donations to Aidlink
  • Administer payroll system (Thesaurus) and associated duties (e.g. tax credits, ROS, PRSI)
  • Liaise with key partner’s financial personnel regarding transfers of funds
  • Maintain efficient filing and information systems
  • File annual accounts with the Companies Registration Office

Office Administration

  • Provide general administrative support to the Executive Director and Programme Officer
  • Prepare all documentation for monthly board meetings
  • Coordinate and organise Aidlink events as required
  • Write reports and keep records as necessary
  • Maintain office supplies (stationary, kitchen supplies etc)
  • Organise accommodation, transport, couriers etc.

Fundraising and Communications

  • Liaise with donors and supporters of Aidlink
  • Manage content for the new Aidlink website
  • Coordination of fundraising campaigns and events

Projects

  • Assist the Accountant to develop a working Financial Procedure to automate the accounting system
  • Compile and maintain a database of key Aidlink stakeholders
  • Compile a guideline document for the management and administration of Schools Immersion Programmes

Other

  • Undertake any training or professional development as required
  • Programme Support role, including assisting in logistics of overseas monitoring and evaluation visits
  • Any other duties that may be agreed with the Executive Director

Essential skills

  • Excellent interpersonal/relationship building skills
  • Minimum of two years previous experience in an office administration role
  • Basic understanding of book-keeping
  • Knowledge of Microsoft office packages (particularly Excel) and other software systems
  • Attention to detail and accuracy
  • Highly organised with particular experience in organising events
  • Fluency in English language

Person specification

  • We are looking for a flexible, enthusiastic person who would enjoy working with a small team in our Dublin office

Desirable criteria:

  • Knowledge of Thesaurus Payroll Software or similar
  • Third level qualification an asset
  • Interest in overseas development and justice issues

Aidlink is an equal opportunities employer You must be eligible to work in Ireland to apply for this position

To apply for this position, you should submit a CV and Cover Letter addressed to Ms. Anne Cleary