Project Administrator at TVG

Traveller Visibility Group (TVG)

TVG is an independent, Cork-based, Traveller led community development organisation.

TVG pursues social justice and equality with Travellers so that we can live free from racism and discrimination.

Values and Principles underpinning the TVG strategy and its work:

• TVG is an open and welcoming space for all Travellers and promotes Traveller visibility across Cork.
• TVG continually promotes Traveller participation and Traveller leadership.
• TVG works from a human rights and anti-racist perspective and is Traveller-led.
• TVG promotes Traveller ethnicity and Traveller identities.
• TVG is committed to collective action with the Traveller community and works in solidarity with wider society to create a better Ireland.

About the Role

TVG is currently recruiting for a Project Administrator to lead the Administration Office and support the financial and operational requirements of the organisation.

This is a senior management position within an established and respected human rights organisation. The ideal candidate will have a minimum of 3 years experience leading an administration/finance/operations team and will have a passion for human rights, community development and team work.

This is a blended contract, being based in the TVG office building with flexible work-from-home options. The Project Administrator reports to the Co-Directors of TVG and will manage the administration and reception team (2-4 staff).

The TVG Project Administrator will have a keen eye for detail, experience in managing multiple budgets and leading projects. The TVG Project Administrator will be comfortable and confident overseeing the governance and financial policies and systems for a project working with an annual budget of approximately €1,000,000 per annum.

Duties Include:

Finance and Book-Keeping Responsibilities:

• Prepare monthly income and expenditure reports for the Board of Directors.
• Prepare end of year accounts and work alongside TVG’s external accountants to deliver required information for annual audit.
• Complete bi-weekly payroll and Collector General responsibilities.
• Prepare annual budgets for funded projects and oversee the accurate reporting of monthly income and expenditure.
• Prepare reports for funders and work alongside Co-Directors to provide accurate reporting for delivery of funded projects.
• Work with project leaders to complete funding applications.
• To be the first point of contact for accounts and administration of funding documentation.
• Ensure the accuracy of all financial and funding reports completed by administration staff

Line Management and HR Responsibilities:

• Supervise and line manage the administration assistant staff
• To manage the administration staff roster.
• To attend weekly staff meetings as part of the broader TVG team.
• To provide support and training to CE staff and assistant administrators.
• In collaboration with relevant line managers oversee the accurate recording of holidays, sick leave and any other leave on the employee record.
• Oversee the upkeep of the employee record file.

Office Management Responsibilities:

• Coordinate maintenance inspections, contractors schedules and stock supply orders for projects.
• To be the main point of contact for supplier information and contracts.
• To oversee the efficient management of the office reception.
• Oversee the administration of garda vetting
• Ensure health and safety policies and procedures are maintained.
• To undertake any other tasks as required and directed by the TVG Co-Directors.
• Support and promote the values and principles of TVG and ensure that the community development ethos is maintained and supported in the administration duties of TVG.

Professional Development Requirements:

• To attend any workshops, seminars or team building sessions, as required by the TVG Co-Directors.
• To undertake any relevant training and professional development courses that may be necessary or required from time to time to support the development of this position in TVG.

Essential Experience

• 3 years experience of working in accounts and relevant 3rd level qualification in finance, accounting, project management or administration
• A proven track record of creating and managing budgets, projections, cash flow statements, etc
• Proven experience managing and administrating PAYE, Revenue Returns, etc
• Proven experience managing teams.
• Experience preparing documentation for annual audit.
• Experience writing reports on finance, funding and budgets.
• Experience forecasting new budgets.
• Ability to delegate tasks and oversee the efficient running of the administration responsibilities in TVG.
• Excellent IT skills with strong knowledge of accounting software, cloud-based office systems
• Strong communication skills including presentation, written and spoken.

Desirable Criteria

• Experience managing funding applications and funding reports.
• Experience working in the charity or not-for-profit sector.
• An interest in human rights, anti-racism activism and community development.

Remuneration and Benefits Package

• Gross Salary €20, 918 - €25,661 per annum based on 15 hours per week contract. (Full time equivalents: €48,809 - €59,876). Starting rate commensurate with experience.
• Weekly Contracted Hours: 15
• Holidays: 27 days pro rata
• Flexible Location: Office and home based working opportunity
• Working with a dynamic, friendly and productive team of people.
• Training and professional development is encouraged at TVG and support may be available to further career progression.
• TVG is an equal opportunities employer with a commitment to maintaining a positive work environment to maintain staff well being.
• Staff Handbook and induction training provided for all staff.