Opportunities

Are you energetic, enthusiastic and motivated?

Are you passionate about the environment?

Do you enjoy working with young people?

Are you looking for a challenge?

If you answer yes to all of the above questions then a job with ECO-UNESCO could be the one for you!

 


WE ARE HIRING!

Office Manager & Personal Assistant

 

ECO-UNESCO seeks to employ an Office Manager & Personal Assistant to assist the organisations development and growth.

The purpose of this role is to support the delivery of ECO-UNESCO’s programmes and services by managing the organisation’s administrative functions and acting as personal assistant to the National Director (CEO).

This is a position of responsibility within the organisation, and applicants should be able to demonstrate the ability to take on such responsibility.

 Key responsibilities:

- To ensure the efficient operation and condition of the ECO-UNESCO office

- To coordinate reception and public enquiries (handling phone, email and post)

- To maintain and actively manage current office systems and procedures and devise new office systems and procedures where necessary – these include all data management (use of Salesforce CRM), all filing, and maintaining / safeguarding sensitive data and all office records.

- To liaise with key organisational suppliers including telephone, internet, IT, maintenance ensuring all systems are maintained effectively.

- To deal with invoicing, payments, receipts and to support the Finance Officer.

- To order materials for the organisation and maintain stock control in the organisation

- To coordinate bookings including taking and recording bookings, handling payments, confirming attendance, coordinating room setup and keeping an equipment log and maintain all records in Salesforce.
- To work on the administration of human resource functions including recruitment – duties include coordinating inductions for all staff, interns and students on placement, interview scheduling, CV screening, all correspondence with applicants before & after interviews.
- To act as a personal assistant to the National Director – this includes the provision of daily communication and administrative support, diary management, organising and maintaining all files connected with the Director’s office.
- To assist with completion of reports, responses to funding applications, drafting of policies as requested; research as requested.
- To maintain ECO-UNESCO’s Salesforce CRM system.
- To oversee and administer the intern, Transition Year work experience and volunteer programme, providing support and training.
- To act as Health and Safety Officer, ensuring all suppliers provide insurance and method statements for all work done on-site.
- To act as Fire Officer/Fire Warden – coordinate fire drills, the first point of contact for emergency services, and contact for alarm monitoring company of building. (including out of hours).
- Act as Supervisor to Administration Assistants in Reception and be the main point of contact for staff working on TUS programme.
- Act as a point of contact for anyone looking for information relating to our child protection policy (named contact person on Child Protection Statement). Duties also include ensuring all staff, volunteers and interns are fully Garda - ---- - Vetted and have completed Child First training.

 

Location of the post: 

ECO-UNESCO’S Headquarters, 9 Burgh Quay, Dublin 2, D02 FD85

 

 Time commitment:
This is a permanent position (subject to satisfactory completion of probationary period).
Hours - full-time position 35 hours
Flexibility is required for occasional evening and weekend working.

 

Remuneration:
Salary dependent on experience. A salary scale will apply.

 

 Qualifications:

Business Administration or related qualification                                                                                                                                                                                                                                                     

People Management

 

Desirable

Desirable

Experience

 

At least 2 years’ experience and demonstrable ability in office administration and management

Essential

Previous financial administration –dealing with Petty Cash; Credit Card Bookings; Lodgements and withdrawals etc

Desirable

Experience in the role of a personal assistant

 

Essential

Knowledge &Skills

 

Solid understanding of the importance of adhering to financial procedures.

Essential

Excellent administrative and organisational skills with high attention to detail

Essential

Excellent communications, interpersonal skills and good phone manner

Essential

Excellent IT skills. Experience with Office 365 and/or Salesforce an advantage

Essential

Proven ability to manage complex workloads, work to tight deadlines and under pressure

Essential

Solid experience of all aspects of volunteer management; ability to supervise volunteers; interns; TUS/CE scheme workers and work experience students including Transition Year students.

Desirable

Experience in HR administration – organising interviews, CV screening, managing Annual Leave databases.

 

Desirable

Disposition

 

Be a self-starter with a positive, can-do attitude at all times

Essential

Be a problem solver and creative

Essential

Be dependable and flexible

Essential

Be committed to the values and principles of ECO-UNESCO

Essential

Be committed to working as part of a team

Essential

Be able to take direction

Essential

 

Application process: 

Please send a copy of a completed Application Form  with a Cover Letter to:
Email@ This email address is being protected from spambots. You need JavaScript enabled to view it.


Please mark in subject line:

Employment Opportunities – Office Manager & Personal Assistant

 

To post please send to:
Employment Opportunities, (Office Administrator/ Manager & Personal Assistant)
ECO-UNESCO,9 Burgh Quay, Dublin 2, D02 FD85

 

Applications must be received by 3rd January 2020 at 5pm. Late applications will not be considered.

Interviews are provisionally scheduled for 17th January 2020
Please note that although not planned, a 2nd round interview may be carried out should the selection process require it.

 

Start Date: Immediate

 

Other Terms and Conditions:

-21 days annual leave per year initially plus 9 public holidays.
-Bike to work scheme and Taxsaver Travel scheme available.
-Employee Assistance Scheme offering access to fitness, nutrition and wellbeing plans in addition to 24/7 support for you and your spouse/partner by trained counsellors, including face to face sessions.
-Access to a Personal Retirement Savings Account (PRSA) with financial planning review.
-Professional Development Opportunities
-Multiple social/team-building events per year.
-Please note Applicants may be placed on a panel for positions that may arise in the future. We will hold unsuccessful applications on file for a period of 12 months after which it will be deleted.
-By completing and submitting this form you are granting your consent for ECO-UNESCO to process the personal data contained within for the purposes of recruitment.
-Garda vetting: As our work involves contact with young people, candidates under consideration for employment in ECO-UNESCO will be subject to Garda vetting

 

 

Volunteer with ECO-UNESCO

Do you wish to volunteer with ECO-UNESCO? Contact This email address is being protected from spambots. You need JavaScript enabled to view it. for more information, or fill out the Volunteer application form by clicking here.