Programme Support Assistant - PEACE IV
Programme Support Assistant - PEACE IV
Rate of Pay: £11.70
Location: Cecil Ward Building
Hours: 37 hours per week
Duration: Temporary ongoing
JOB SUMMARY / MAIN PURPOSE:
To be responsible to the Programme Manager for the provision of a comprehensive range of business support activities in relation to the administration and relating to the effective delivery of the PEACE IV Programme, financed through the EU and managed by the Special EU Programme Body (SEUPB). To assist the Programme Manager in providing advice and guidance to staff in the unit on administrative and financial matters. To provide support in the administration, recording and monitoring of PEACE IV funded programme within the clients administrative area. To support the implementation of the Plan and its communications strategy through event planning and coordination and in the preparation of communications and publicity materials throughout the implementation of the Plan.
KEY DUTIES / RESPONSIBILITIES
- To be responsible to the Programme Manager for the day-to-day provision of the full range of business support activities in accordance with the Peace IV operational programme guidelines, the clients policies and with departmental procedures determined by the Departmental Business Support Manager.
- To undertake both financial and non-financial business support activities in relation to the operational requirements of the PEACE IV funded programme.
- To maintain any administrative and financial records or databases using both manual and computerised systems as appropriate, for example, budget monitoring, inventories.
- To arrange for the provision of goods and services including the servicing and maintenance of the unit's office equipment, for example, audio-visual and IT equipment, in accordance with the client, departmental and section procedures.
- To assist in the planning, design and coordination of events and programmes undertaken as part of the PEACE IV Communications Strategy and the Good Relations Unit.
- To organise facilities and manage all event's details such as catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
- To assist in drafting of press releases, dealing with media enquiries, updating websites, newsletters and other communications to ensure awareness of relevant initiatives. Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
- To conduct pre- and post- event evaluations and prepare summary reports on results.
- To assist with compiling data to produce statement of expenditure to SEUPB and to ensure all appropriate expenditure is accounted for.
- To assist with the monitoring and administration of procurement exercises and payments made to suppliers.
- To support the production of detailed financial reports for Good Relations Partnership on a regular basis.
- To support the production of detailed financial reports on a monthly basis for the Programme Manager and to monitor this information accordingly.
- To ensure that all programme information is recorded accurately in order to assist with regular monitoring for audit purposes both internally and externally.
- To liaise with departmental business support staff in relation to all business support matters and, where appropriate, to act as the point of contact with those staff for the unit.
- To maintain records of the attendance and location of the PEACE IV Secretariat staff and to notify those staff of any messages received in their absence.
- To arrange meetings as required, including the timely circulation of papers required and the coordination of related and other papers, and to attend meetings and draft minutes when requested.
Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one year's relevant experience in each of the following three areas;
- developing administrative and financial processes and systems to enable the collation and reporting of information to management;
- assisting with procuring goods and services ensuring compliance with procurement regulations; and planning, organising and coordinating events and activities
If you are interested and available for this position please upload your CV to the link or contact Robyn Barry. Robyn.Barry@staffline.co.uk
To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.
Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.