Title:
Finance and Operations Administrator

Grade:
1

Reports to:
Financial Controller

Direct Reports:
None

Department:
Finance and IT

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. We enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 85 years and are now active in more than 80 countries. Established in 2003, Plan International Ireland influences and supports Plan International’s work worldwide. Plan International Ireland has been certified as one of Ireland’s Best Workplaces each year since 2020.
Our Finance and IT department in Dublin, Ireland are looking for a
Finance and Operations Administrator
(Location: Dublin, Ireland: 37h/week)
Purpose of role
The Finance and Operations Administrator (FOA) will work closely with the Grant Finance Officer and Financial Controller to ensure the administration of the finance function is done accurately and in a timely manner. You will also work closely with the Supporter Retention staff in the Fundraising and Communications team to ensure all donations are recorded on our CRM system.
The role involves supporting the Finance and Operations team and the CEO on administration tasks, and other general office maintenance (such as ordering stationery and general office supplies).
Key duties and activities.
Cash and Banking

Support the Supporter Retention staff in our Fundraising Department to ensure all income is posted on the CRM system in a timely manner.
Administer petty cash and ensure donations are lodged to the Plan International bank account as quickly as possible.

Financial analysis and control

Process all supplier invoices, payments and remittances.
Reconcile suppliers accounts on a periodic basis.
Resolve supplier queries.
Process monthly bank file.
Raise purchase orders (POs), and ensure POs are approved, followed up, and outstanding transactions reconciled monthly.
Post items from bank and credit card accounts, and support Finance Officer in monthly reconciliations.
Process and pay staff expenses promptly.
Support the Grant Finance Officer in managing the intercompany process, including following up with our colleagues in our 50 country offices on outstanding transactions.
Assist the ICT and Applications Support Officer in maintaining the Fixed Asset Register.

Office Management

Maintain and order general office supplies, stationery, printer maintenance, etc. as needed.
First point of contact relating to office issues – dealing with office Landlord, general office maintenance, etc.
Administration of travel and specific events including booking of flights, accommodation, venue hire, conference management, etc.

Other

Travel reporting to our International Headquarters.
Ensuring that all activities undertaken on behalf of Plan International Ireland externally or internally, are executed in accordance with the overall purpose of the organisation and in line with our policies and procedures.
Participating in training and other activities as requested by the organisation.
Supporting Finance and Operations team members and the CEO with administrative aspects of their work as needed.
Other duties as required by the CEO, Financial Controller and Head of Finance and IT.

Qualifications and Competencies Required

Accounting Technician qualification desirable but not essential.
3 years + in finance / office environment.
Excellent communication skills
Good team working and interpersonal skills
Good collaboration skills and ability to form effective and constructive partnerships across Plan Ireland and Plan International.
Ability to monitor and evaluate the use and allocation of key resources.
Ability to self-manage.

Salary and benefits

Work for a certified “Great Place to Work” organisation
Plan International Ireland operates a salary scale, as well as a broad range of employee benefits.
This role is graded as a Level 1 within our salary scale, with an expected range of between €28k and €34k. Placement on the scale will be dependent on level of experience and fit within the role.
In addition to salary, Plan International Ireland provides several employee benefits, some of which include:
Private Health Insurance for all employees (from commencement date)

• Comprehensive health and pension package
• Matching company pension contributions up to 5% (once probation is complete)
• Flexible working hours (core hours of 10am to 4pm daily, minimum of 37 hours per week)

As an employee you will be able to sign up to the Bike-to-Work scheme, or the Tax Saver scheme for DART, LUAS, and Dublin bus users
Hybrid working option on completion of probation
Learning and career development, including technical skills, management, and professional development.

Safeguarding
Plan International is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants, and other organisational representatives. Any candidate offered a job with us will be expected to sign our Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
Location & work permit
The Finance and Operations Administrator role will be based in Dublin. Applicants must have a valid work permit at the time of applying to enable them to work in Ireland.
To apply for the role, please submit your CV and cover letter by Sunday 1st September 2024.
Please note that only shortlisted candidates will be contacted.