Job Overview
The Project Support Executive (NI) will play a vital role in providing administrative assistance to Co-operation Ireland’s Grants Team, working across our grants delivery and support contracts including Northern Ireland Community Infrastructure Fund, PEACE Plus Change Makers Support Partner, and Irish FA/DCMS Grassroots Facilities Fund. This individual will be responsible for handling enquiries related to grants programmes, maintaining the grants database, and assisting the team with daily business operations. The role requires excellent communication, organisational, and multitasking skills to manage a wide range of administrative tasks.
Main Duties and Responsibilities
Administrative Support:
- Support the development and implementation of systems for daily business operations and programme delivery in collaboration with the Programme Manager and team.
- Provide administrative support to programme staff and partners, including managing office operations, maintaining record management systems, and organising meetings and events.
- Assist with minute-taking during meetings and ensure the timely distribution of meeting notes and action points.
Helpline and Ticketing system
- Respond to general enquiries about Grants Programmes via telephone and e-mail.
- Maintain a ticketing system to log, track, and allocate enquiries to delivery team.
Procurement and Financial Reporting:
- Co-ordinate procurement processes for goods and services required for programme implementation. Manage contracts with vendors, consultants, and service providers, ensuring adherence to procurement regulations and contractual obligations.
- Ensure an accurate record of all financial transactions is maintained.
- Support the Programme Manager and Head of Policy and Programme Management in preparation of financial reports, including financial forecasts.
Compliance and Risk Management:
- Ensure compliance with all relevant regulations, policies, and procedures related to financial management and procurement.
- Participate in the identification, mitigation and monitoring of financial, operational and safeguarding risks.
Audit Preparation and Support:
- Prepare documentation and assist with audits conducted by internal or external auditors. Ensure that all financial records and transactions are accurately documented and readily available for audit purposes.
Communication and Liaison:
- Serve as a point of contact for financial and administrative matters related to grants contracts.
- Liaise with external stakeholders, including contracting agencies, government authorities, and implementing partners as necessary.
Continuous Improvement:
- Continuously review and improve financial and administrative processes to enhance efficiency, effectiveness, and compliance with programme objectives and regulations.
General
- Always promote the organisation positively and strive to build and maintain the excellent partnerships that have been developed by the organisation.
- Conduct yourself in a trustworthy, reasonable and responsible manner when undertaking your duties.
- Promote a positive and harmonious working environment where all are treated with respect, equality and fairness and in which no form of intimidation or harassment is tolerated.
- Abide by all the organisation’s policies and procedures and ensure that these are implemented fully within your areas of responsibility.
- Within the context of the post, ensure full compliance to health and safety and safeguarding requirements.
- Participate in staff development and training events.
- Any other duties deemed necessary within the postholder’s competency to ensure the effective operation of your role within the company or a role where similar experience and/or knowledge and/or skills might be required.
This is the description of the job as it is presently constituted. It is the practice of the organisation to periodically examine staff job descriptions and to update them to ensure that they continue to relate to the job. It is the aim of the organisation to reach agreement to reasonable changes following discussion with the post holder.
PERSON SPECIFICATION
Educational and Professional Qualifications
Essential
- GCSE Maths and English at Grade C or above (or equivalent).
Desirable
- Accounting, Business or Financial qualification.
Previous Experience/Training
Essential
- Experience in administrative or similar role.
- Strong organizational and time management skills with the ability to manage multiple tasks simultaneously.
- Excellent communication skills, both verbal and written, with the ability to handle enquiries professionally.
- Experience in procurement processes and managing contracts with vendors or service providers.
- Proficient with the use of Microsoft Office packages and experience with Grants Management or CRM systems.
Desirable
- Experience in minute-taking and managing meetings/events is highly desirable.
- Experience working with grant programmes or in a non-profit environment.
Other
Essential
- Willing and able to travel within NI, IRE and occasionally further if required.
- Willing and able to work occasional extended hours if required (within Co-operation Ireland’s Flexible Working Policy).
.
Pay: £26,000.00-£32,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Flexitime
- Life insurance
- Sick pay
Work Location: Hybrid remote in Belfast BT12 5AB
