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.
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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:
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Business Administration or related qualification People Management
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Desirable Desirable |
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Experience |
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At least 2 years’ experience and demonstrable ability in office administration and management |
Essential |
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Previous financial administration –dealing with Petty Cash; Credit Card Bookings; Lodgements and withdrawals etc |
Desirable |
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Experience in the role of a personal assistant
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Essential |
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Knowledge &Skills |
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Solid understanding of the importance of adhering to financial procedures. |
Essential |
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Excellent administrative and organisational skills with high attention to detail |
Essential |
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Excellent communications, interpersonal skills and good phone manner |
Essential |
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Excellent IT skills. Experience with Office 365 and/or Salesforce an advantage |
Essential |
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Proven ability to manage complex workloads, work to tight deadlines and under pressure |
Essential |
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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 |
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Experience in HR administration – organising interviews, CV screening, managing Annual Leave databases.
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Desirable |
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Disposition |
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Be a self-starter with a positive, can-do attitude at all times |
Essential |
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Be a problem solver and creative |
Essential |
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Be dependable and flexible |
Essential |
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Be committed to the values and principles of ECO-UNESCO |
Essential |
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Be committed to working as part of a team |
Essential |
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Be able to take direction |
Essential |
Application process:
Please send a copy of a completed Application Form with a Cover Letter to:
Email@ recruitment@ecounesco.ie
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 info@ecounesco.ie for more information, or fill out the Volunteer application form by clicking here.
