ADMINISTRATION SUPPORT OFFICER

Background 

Co-operation Ireland wishes to appoint an individual to join us as Administration Support Officer, supporting our Directors by providing a mix of financial and administrative support. The successful candidate will gain experience of high-level administrative support and will be a focal point for raising sales invoices across the various departments and support programmes on a daily basis. 

This post is a fixed term appointment, funded by the Rank Foundation until 30 September 2025. The Rank Foundation works in communities across the UK to encourage leaders, develop entrepreneurial mindsets and form strong networks that improve life.  We welcome all applicants, however we particularly welcome applicants to apply who have not previously worked in the Voluntary/Charity Sector (Third Sector).  

Job Purpose Summary 

The jobholder will be responsible for and will support the financial management and administration, and for raising sales invoices from colleagues across the organisation. They will assist in the smooth running of administrative processes of programmes and assist the finance staff on a routine basis.  

Co-operation Ireland offers hybrid working arrangements, allowing candidates to blend both office and home-working arrangements. It should be noted that the postholder will be required to attend meetings in locations across Northern Ireland, Ireland and Great Britain and must be able to fulfil these travel obligations, as needed.   

Main Duties and Responsibilities

Financial Management:  

• Manage the financial aspects of raising sales invoices for various department across Co-operation Ireland.

Financial Reporting:  

• Prepare accurate and timely financial reports for internal and external stakeholders, and other partners. Ensure transparency and accountability in financial reporting processes. 

Administrative Support:  

• Provide administrative support to finance staff and project staff, including managing office operations, maintaining filing systems, and organising meetings and events. 

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. 

Capacity Building:  

• Provide training and support to programme staff and partners on financial management procedures, compliance requirements, and best practices in administration. 

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 the sales invoicing. Liaise with internal and external stakeholders, including funding 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.