Development and Fundraising Directorate Assistant - Concern Worldwide

Job Title: Development and Fundraising Directorate Assistant

Reports to: Development & Fundraising Director

Job location: Dublin

Contract: Permanent

Pay Band: 3

Job Purpose:

An exciting role at the centre of one of Ireland’s biggest Fundraising teams.  For anyone interested in a career in fundraising and/or international development, this is a great opportunity. We are looking for someone with great organisation and communication skills to support operations in this busy fundraising team.

The role is designed to act as a central support to the Development and Fundraising (D&F) Leadership team and act as a focal point for managing Directorate information, co-ordinating meetings and D&F activities, supporting the monitoring and delivery of annual plans and driving internal communications across the Directorate.

Key Responsibilities:

Manage the central administrative support to the Development & Fundraising Leadership team (DFLT) and the D&F Director, providing logistical, operational, planning, monitoring and evaluation and internal communications support.

Support to D&F Leadership Team

• Act as a central point of contact for the DFLT, co-ordinating meetings, workshops and staff briefings, producing agendas and high quality minutes, managing logistics, maintaining action logs and preparing and circulating relevant papers.
• Co-ordinate monitoring and evaluation activities to support the delivery of annual D&F plans.
• Co-ordinate and maintain Directorate Calendar, monitoring key dates and reminding DFLT of key moments, deadlines and important tasks.
• Manage annual leave and training calendars for the Directorate.
• Manage the delivery of key Directorate projects – including overseeing the D&F Induction process for new staff members, keeping all D&F induction packs up to date
• On an ad hoc basis, support DFLT members in organising events, consultants, away days and projects.

Support to the D&F Director

• Manage the D&F Director’s diary and liaise with colleagues across the organisation as well as supporters, donors and partners.
• Support the D&F in the development of annual plans for the Directorate and co-ordinate monitoring and evaluation activities, collating information for KPI and monthly reports.
• Organise travel arrangements and expense claims where required.
• Carry out research on an ad hoc basis to support the development of new fundraising initiatives and projects.

Internal Communications

• Take a lead on internal communications across the Directorate, collating content for internal updates and briefings
• Co-ordinate any Staff social activities and communications
• Compile information for reports to the Board, SLT and DFLT

Administration

• Manage the information resources for D&F, creating a system that facilitates easy access and sharing of information across the DFLT and the wider Directorate.
• Co-ordinate administrative support to the DFLT and the wider Directorate, where required.
• Maintain administrative systems including online and collaborative systems, department schedules, purchase orders, meeting room bookings, travel calendars and staff annual leave calendars.
• Act as a point of contact for directorate information for other departments.
• Ensure that office supplies are purchased and stocked in accordance with organisational purchasing guidelines and thresholds.
• Support directorate projects and other project or tasks as may be assigned from time to time.
• Provide reception cover in the Dublin office as rostered.
• Arrange and manage staff and volunteer travel, visas and accommodation.
• Ensure that all activity is carried out in full compliance with Concern’s financial and administrative policies and procedures
• Undertake other duties and tasks as may be agreed from time to time.

Skills and Experience Required:

Essential:

• Experience of providing pro-active operational support to a busy office environment, including the ability to collaborate effectively with colleagues across the organisation, as well as with partners, donors and supporters.
• Undergraduate degree.
• 3 years in an administration, PA or fundraising role.
• Excellent organisation, administrative and time management skills with the ability to prioritise and plan a busy workload
• Excellent interpersonal skills and the ability to communicate with a wide range of people and build strong internal and external working relationships
• Excellent written English and the ability to produce accurate work to a high standard and pay attention to detail
• Ability to work effectively in a team as well as ability to work on own initiative
• Ability to maintain confidentiality at all times
• High level of proficiency in Word, Excel, PowerPoint and Outlook, as well as remote working systems such as Sharepoint and MS Teams.
• An appreciation of Concern’s work and the values and culture of the Development & Fundraising Directorate.

Desirable:

• Experience in a telemarketing environment
• Knowledge of GDPR regulations
• Knowledge of and interest in development issues and a commitment to Concern’s work with people in the developing world.

To apply: CVs should be submitted through our website at https://jobs.concern.net by the closing date.

Closing Date: 23 October

Candidates must be legally entitled to work in Ireland at the time of application.

Concern is an equal opportunity employer and welcome applications from all section of the community.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy accessible here. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Your Personal Data

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).

Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.

By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.

In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.

For additional information please consult our web site or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy

Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.