Office Manager & Personal Assistant to the National Director

Are you energetic, enthusiastic and motivated?  Are you passionate about the environment and working with young people? 

If the answers are yes then maybe a job with ECO-UNESCO is the one for you!

Background

ECO-UNESCO is Ireland’s environmental education and youth organisation affiliated to the World Federation of UNESCO Clubs, Centres and Associations.  Through the provision of a wide range of environmental programmes and services, ECO-UNESCO seeks to raise awareness of environmental issues and to promote the personal development of young people through practical environmental projects. ECO-UNESCO works with over 10,000 young people annually all across Ireland and delivers a wide range of youth, education and training programmes.  

ECO-UNESCO seeks applications from energetic, enthusiastic and motivated people with passion and drive who enjoy the challenge of working in a growing environmental youth organisation.   

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

Job Title: Office Manager & Personal Assistant to the National Director

Reporting to: National Director & Operations Manager

Job purpose:

This is a position of responsibility within the organisation, and applicants should be able to demonstrate the ability to take on such responsibility.  The role offers an exciting opportunity to work in a growing environmental organisation.  

Key responsibilities:

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

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

• To deal with invoicing, payments, receipts and liaise with ECO-UNESCO’s Book keepers and Finance Officer with all financial information as requested.  

• 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 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 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 work with the Director and Operations Manager on 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 assist with completion of reports, responses to funding applications, drafting of policies as requested; research as requested

• To assist with the development of ECO-UNESCO’s Membership programme, administer memberships and oversee communications with members.  

• To maintain ECO-UNESCO’s database system - Salesforce CRM - and maintain the Participant Analysis in Salesforce.  

• To oversee and administer the intern, Transition Year work experience and volunteer programme and provide support 

• To act as Health and Safety Officer – ensure all suppliers provide insurance and method statements for all work done on site. Named person responsible on H&S Policy 

• To act as Fire Officer/Fire Warden – coordinate fire drills, 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 main point of contact for staff working on TUS programme. 

•Mandated person for Child Protection – 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. 

Equal Opportunities:

ECO-UNESCO has an Equal Opportunities policy and all employees are expected to develop an understanding of and commitment to equal opportunities.

Location of post:

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

Time commitment

Flexibility is required.

Initial contract is for 12 months; which can be extended subject to ongoing funding. 

Hours - full-time position 35 hours

Personal Specification

Qualifications

Experience

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

Experience in invoicing, making payments; liaising with book keepers  Essential 

Experience in the role of personal assistant Essential

Knowledge, Skills and Disposition

Excellent financial skills (invoicing, making payments, receipts, recording information) Essential

Excellent administrative and organisational skills with a high attention to detail  Essential

Excellent communications, interpersonal skills and good phone manner   Essential

Excellent IT and computer skills in particular in all office packages.  An ability to do basic IT trouble shooting an advantage. Essential

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

Working knowledge of Salesforce Essential

Some experience in the voluntary sector with a genuine interest in development of young people and environmental protection. 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

Closing Date of application:

Please send a copy of a completed Application Form (below) with a Cover Letter to:  

Email: recruitment@ecounesco.ie and cc to director@ecounesco.ie

Please mark in subject line Employment Opportunities – Office Manager & Personal Assistant

To post please send to:

Employment Opportunities, (Office Manager & Personal Assistant) ECO-UNESCO, 9 Burgh Quay, Dublin 2 

by Friday 20th July 2018 at 12pm 

Start Date:  

Please note: Immediate Start

Interviews to be held on 26th & 27th July 2018

Remuneration

Depending on experience

Please note:  Applicants may be placed on a panel for positions that may arise in the future.

Download Documents

Closing Date:
20/07/2018

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