Administrator - Programme Administration Support Unit

Role Requirement 1

Programme Administration

• Input into BRS and FRS programme requirements to align with internal systems
• Completion of administrative processes for applications appraisals, appeals, contracts and change requests.
• Administer the compliance of pre and post contract admin team conditions only, including the follow up, monitoring of timelines and producing of reports in relation to same.
• Assist with supporting administration of relevant internal committees for statistical data only (e.g. GAAC)
• Prepare, collate and review populated grant agreements
• (GAs)/notifications/Addendums to ensure accuracy of data before issuance.
• Supporting and completing consistent processes for dealing with contract related changes, ensuring the efficient logging and tracking of all changes and supporting information, updating of systems and collation of information for Grant Agreements.
• Complete relevant administrative contract closure tasks, documentation, follow-ups, and final deactivation in collaboration with Programme Delivery Units (PDU) and Finance service Unit (FSU).
• Ensure that all information entered in the administration system is accurate and recorded in the correct place.
• Work with the PASU coordinator to assess, develop, and implement administrative areas to ensure best practice whilst also seeking to streamline processes
• Complete the relevant Primary Authorised User (PAU) processes for external organisations and follow up of any relevant documents.
• Complete the onboarding of new organisations to support grant application eligibility checks as well as updating existing organisation and contact data.
• Provide admin support for small programmes that will have to be in conjunction with the admin in the relevant PDU.
• Work in other units as business needs dictate.

Role Requirement 2

Programme Support & Services

• Carrying out of UAT for administrative process of application, appraisal, appeals, and contract processes
• Assist MyPobal Project Team in the Testing, Training and Documentation Development within the MyPobal System
• Contribute to scoping out further developments such as “Contract First Payments” and Changes to Funding/Change request processes.
• Assist in preparation and updating of contractual processes and user guides and FAQ’s
• Assist Line Manager in the preparation of all contractual and stakeholder reports
• Deal with day-to-day general phone queries from organisations and grantees, funders, other Pobal directorates relating the unit’s remit
• Respond to general phone queries, track and record them in line with agreed directorate processes
• Assist in Event planning and organisation in support of PDU’s.

Role Requirement 3

Monitoring

• Monitor the timeliness and accuracy of all data returned by beneficiaries, departments and other external agencies
• Maintain data across systems (e.g. MyPobal and SharePoint) with emphasis on data input and quality checking
• Help develop, maintain and review efficient and effective administrative information systems
• Respond to internal/external queries and information requests, as appropriate i.e. FOI’s/PQ’s etc
• Ensure proper and consistent procedures are followed for all contract processes.
• Provide training and support to Support Officers.
• Build and maintain effective internal relationships across SI&E and other Pobal directorates
• Any other duties within the general requirement of this job description which may be required from time to time

Role Requirement 4

Governance

• Administration of Changes to Legal Entities process, collation of information, ensuring the efficient logging and tracking of all changes and supporting information
• Work with the Coordinator to ensure escalation processes are proactively followed up to ensure service excellence.
• Working with other directorates to standardise administrative processes for applications, appraisals, appeals, contracts and change requests.

Required Experience

• 2/3 years minimum administrative experience
• Strong organisational skills
• Capacity to review the work of colleagues
• Proficient in MS packages e.g. Word, Excel, Outlook, SharePoint and Dynamics CRM Systems
• Strong understanding of data management and systems
• Excellent communication skills and ability to instruct on technical topics

Qualifications

• Relevant Third Level qualification (e.g., Degree) or equivalent is desirable

View Full Job Description here