Finance and Administration Officer

Background

Down Gaelic Athletic Association (Down GAA) has been successful in its funding bid for Investment Area 1.4 of the PEACEPLUS Programme, securing €15,383,951.00 for the development of the Ballykinlar Centre of Participation, Wellbeing, and Shared Learning Hub (COPWSLH).

Down GAA will act as lead partner, with the support of our main project delivery partners, Co-operation Ireland and County Down Rural Community Network (CDRCN).

The PEACEPLUS Re-imaging Communities Programme funding will bring a historic project to reality. The proposed 30-acre development will include:

• 4 full-size GAA grass pitches (3 of which are floodlit)
• A covered spectator seating area
• Indoor Multi Use Games Area (MUGA)
• Walking Trail
• Gym/Fitness Suite
• Heritage Museum/Interpretive Centre
• Administrative Block and Community Facilities

Role

The Finance and Administration Officer is responsible for providing financial management, oversight, and administrative support for the Centre of Participation, Wellbeing, and Shared Learning Hub (COPWSLH).

The Finance and Administration Officer will serve as the central point for advice and guidance to Co. Down GAA on all financial and administrative matters pertinent to the project and must work closely with SEUPB to ensure that all required project deliverables are achieved to a high-quality standard.

Responsibilities

• Facilitate the successful delivery, implementation, and administration of the COPWSLH Project's financial and administrative elements per Co. Down GAA and SEUPB policies and procedures.
   
• Establish and maintain suitable financial systems and processes to record information on payments, expenditures, claims, irregularities, forecasting, and other financial and supporting information to aid the submission of claims to SEUPB for reimbursement.
   
• Compile and produce financial information, accounts and reports for the Project Board, Co Board Management and other key partners and stakeholders as required.
   
• Prepare monthly, quarterly and annual returns for SEUPB as required, using the requisite platforms and templates provided by SEUPB.
   
• Manage advance payments requests for SEUPB funds liaising with Project Partners as required- using the requisite platforms and templates provided by SEUPB.
   
• Report regularly on actual, forecast and budget expenditure.
   
• Provide advice and guidance to Co. Down GAA Staff and Project Partners on the requirements and practices for maintaining financial records, claims, and audit information and recommend improvements where appropriate.
   
• Liaison with the appointed external controller to submit all claims for verification within required timescales.
   
• Ensure adherence to SEUPB procurement rules and provide advice, direction, and guidance on the key principles of public sector procurement.
   
• Ensure the timely distribution of payments to suppliers and Project Partners in line with Co. Down GAA and PEACEPLUS Programme policies and procedures.
   
• Develop and implement procedures which support efficient and effective administrative processes.
   
• Collect information for monitoring and evaluation purposes.
   
• Participate in regular training provided by SEUPB and as directed by Co. Down GAA.
   
• Support, manage, and motivate other staff, as directed by Co. Down GAA, to ensure the successful delivery of all financial and administrative responsibilities.
   
• Foster good working relationships with all Co. Down GAA Staff, appointed Personnel, and Project Partners, contributing to the project's aims and objectives.
   
• Undertake all duties in such a way as to protect and enhance the reputation and public profile of Co. Down GAA and the COPWSLH Project.
   
• Undertake other relevant duties as may be required from time to time.

This job description has been written during a time of significant organisational change, and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder must be flexible, adaptable, and aware that they may be asked to perform tasks, duties, and responsibilities that are not specifically detailed in the job description but are commensurate with the role.  

Essential Criteria

Applicants must, as at the closing date for receipt of application forms, either:

• Possess a third-level qualification in a relevant subject such as Finance, Accountancy, Information Systems or an equivalent qualification and be able to demonstrate in the application form, by providing personal and specific examples, at least two year’s relevant experience in each of the following areas (a-c);

OR

• Be able to demonstrate on the application form, by providing personal and specific examples, at least five years’ relevant experience in each of the following areas (a-c):

(a) Financial management of capital and revenue projects and programmes, including monitoring financial performance and preparation of estimates and forecasts;

(b) Managing and developing financial systems and processes to meet the varying business needs of funded projects and programmes; and

(c) Grant management including processing of claims, verification and monitoring, preparation of claims and liaison with external organisations and funders.

Desirable criteria

(d) Experience of working with EU funding

(e) Financial Management of large scale capital projects over £5m

Desirable criteria will be used for shortlisting purposes in the event of a large number of applicants.

Key Competencies

Applicants must be able to demonstrate evidence of the following skills and attributes:

• Analytical and decision-making skills: Attention to detail, the ability to analyse complex situations, and take appropriate and decisive action.
• Budget and resource management skills: A full knowledge of budget preparation and managing and controlling financial and other resources.
• Communication skills: Ability to communicate effectively with a wide range of audiences, both verbally and in writing, and deliver effective presentations that are appropriate to the audience.
• Partnership working skills: Working with a diverse group of other professionals and volunteers internally and externally to meet common objectives.
• Continuous improvement: Being responsive, innovative and seeking out opportunities for continuous improvement at all times.
• Systems and processes: The ability to review and implement systems and processes required to maintain effective and compliant operational procedures and to deliver up-to-date management information.
• Technical knowledge and ICT awareness: A good understanding of finance and information systems.
• Work planning and organisational skills: The ability to plan and effectively prioritise work, working to agreed goals and activities and dealing with challenges in a responsive and constructive way.

Making Your Application

The application should consist of:

1. Completed Application Form; and
2. Completed Equality and Opportunities Monitoring Form.

Please see attached Job Pack for more information.