Admin Assistant International
Trócaire, Ireland
Job Description
Trócaire is an INGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East.
With the support of the generous people of Ireland, we work towards five goals:
- Defend Human Rights and Promote Access to Justice;
- Achieve Climate amp; Environmental Justice;
- Ensure Women amp; Girls’ Protection, Voice amp; Influence;
- Save Lives and Protect Human Dignity and
- Mobilise the Public on the island of Ireland to achieve Global Justice.
Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.
The International Division is responsible for the delivery of our overseas work, and it is made up of two teams. The purpose of the role is to provide professional administrative support to the teams in this division.
Reporting to the Programme Support Officer in the International Division, this is a contract of indefinite duration and is based in Maynooth with flexible working available. While hybrid working is available, a minimum of two days per week is required in the office.
Safeguarding Programme Participants-Children amp; Adults Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global 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 Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents. All offers of employment will be subject to pre employment checks including satisfactory references and appropriate screening (e.g. police/garda vetting, counter terrorism and anti-trafficking). Trócaire also participates in the InterAgency Misconduct Disclosure Scheme and all employees will be subject to this as part of contract of employment.
Key Duties amp; Responsibilities
Support the Programme Support Officer to provide timely and professional support to the International and Global Programmes Teams
Duties to include (this is not an exhaustive list):
- Flight bookings incl. logging of requisition for PO No.
- Payment of invoices from KeyTravel
- Accommodation bookings incl. logging of requisition for PO and payment invoices for above
- General Subscription Invoices incl. logging of requisition
- Invoices incl. logging of requisition for travel and medical expenses
- Induction Schedule for new starters if needed
- DHLs and other shipments for ID and GP teams
- Taxi bookings for ID and GP teams
- Translation and interpretation procurement for ID and GP teams including booking and logging requisitions
- Support for team and global meeting logistics (hotel bookings, visas, visitor per diems, lunches etc)
- Supporting ID/GP events as required (e.g conference and technical)
- Requests and payments for resource production- proofing, design, translation and printing.
- Supporting updates to the global calendar
Cover reception for 1.5 days (covered while performing above tasks can be done from team desk)
- Ensure external visitors and deliveries are received and directed as required.
Additional Tasks that may be required by Divisional Directors in International or Global Programmes
Behavioural Competencies in Line with Trócaire’s Competency Framework
- Leading: Reflecting our values of Participation amp; Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.
- Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.
- Collaborating: Reflecting our values of Participation amp; Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
- Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustain