Title:Executive Assistant Accounts Payable Grade: Level B Departments: Grant & Financial Operations Reporting to:Accounts Payable Team Leader Location: East Point, Dublin Job Reference:004.EI.26E Salary: €28,077 Applicants must have employment eligibility to work in Ireland and be available to work in the Enterprise Ireland location specified for the role. Background Enterprise Ireland is the Irish Governments enterprise development agency. We invest in and support the development of Irish-owned companies on their journey to achieving greater scale and to become global leaders in their field. This provides a platform for strong economic growth and creating and sustaining jobs in communities around the country. Our teams in Ireland and across our network of 40 international offices help Irish companies to develop high-growth strategies and enter new markets with innovative and sustainable solutions. Role Purpose Enterprise Ireland is seeking to recruit Executive Assistants to provide executive assistant/administration support services to a number of departments within the Agency. The role of an Executive Assistant for the Accounts Payable team in the Grant & Financial Operations department is to support delivery on their strategic objectives by providing a comprehensive administrative support service, ensuring that the departments administrative tasks are handled efficiently and effectively. The successful candidate will work closely with management and team members within the department and will be responsible for delivering a range of diverse administrative activities. The Executive Assistants duties will incorporate a range of the deliverables set out below depending on the departments requirements. The successful candidate for this role will work as a member of the Accounts Payable team within the Grant & Financial Operations department. The person appointed will pay a key role in the Accounts Payable section to ensure the efficient operation of day-to-day activities. This will involve preparing the daily grant payment file, and entering invoices to Oracle. Key Deliverables Provide day-to-day administrative support services to colleagues within the assigned department as required. Engage and communicate with a range of internal and external stakeholders through face to face and online channels maintaining professionalism at all times. Process relevant invoices and purchase orders on Oracle Fusion. Play an active role as a key contributor to the team and provide administrative support for key projects from time to time. Prepare the daily grant payment file in Oracle, confirming the details to the GAD(Grants Administration Department) interface file to create EFT, BOL & cheque payments. Obtain, verify and input appropriate bank details. Processing invoices via Enterprise Irelands Oracle accounting system, ensuring the correct purchase order, pay group and supplier assignment, application of with-holding tax & VAT, and file for payment. Initiate queries on invoices/POs with the relevant party. Assist with the preparation of Creditors reconciliations. General administration including preparation of relevant letters, reports, filing, providing cover during leave periods, and other duties that may be assigned. Functional Competencies (Key Skills and Knowledge) Robust executive assistant/administration and organisational skills, with relevant experience is essential. Strong numeracy aptitude, skills & experience is essential. Good verbal and written communication skills and ability to engage with internal and external stakeholders is essential. Demonstrated evidence of strong computer literacy and typing/keyboard skills (i.e. MS Office skills including Outlook, Word, Excel and PowerPoint) is essential, coupled with an ability to learn new technologies and use of Enterprise Irelands systems. Demonstrated skills and experience in processing data and information with accuracy and attention to detail is essential. Skills and experience in operating business processes and systems. Demonstrated ability to prioritise tasks and manage work efficiently to strict deadlines. Sound judgement, professionalism, confidentiality and discretion. Willingness to take on other key projects as may be assigned from time to time. Strong interpersonal skills and ability to positively contribute to the work of a busy team. Knowledge and experience of using a large financial application e.g. Oracle is desirable Knowledge and experience of working in an Accounts Payable section is desirable. Assertiveness, self motivatation and enthusiasm are required characteristsics, and a willingness to work as part of a team and take on other tasks as may be assigned Enterprise Ireland Behavioural Competencies Results Focused The ability to remain outcome and results focused with regard to business priorities and organisational goals, monitoring progress and adjusting approach ensuring delivery against the appropriate timescales. Innovation and Risk-Taking Actively encourages new ideas, experimentation and measured risk-taking, while always being on the lookout for opportunities to continuously improve business processes and efficiencies within Enterprise Ireland and client organisations. Problem Solving and Decision-Making The ability to be decisive and take tough decisions about clients, people and costs to deliver sustainable results, using the analysis of information and situations to make logical and sound decisions. Client Focused The ability to provide an excellent client service focusing on client needs and building and maintaining effective personal and business relationships to advance clients objectives and Enterprise Ireland strategy. Communicating with Impact to Influence Others Communicates in a manner that will persuade, convince and influence their own staff and others, both internally and externally, in order to motivate, inspire or encourage them to follow a particular course of action. Teamworking Co-operates with colleagues, shares information, and respects the opinions and values of staff members. Understands the skills, experience and knowledge of staff members and maximises how these can be utilised to the benefit of the department, the organisation and the client. Embracing & Leading Change Understands the business agenda of Enterprise Ireland and embraces changes for area of responsibility and for external and internal clients. Acting / Leading with Integrity Lives the Enterprise Ireland purpose and values, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others, placing the genuine needs of the client, the organisation, and staff ahead of personal agendas. Networking Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information. Developing Yourself & Others Creates an environment that enables others to excel in terms of job performance. Salary Scale: €28,077 to €45,979 per annum contributory superannuation Rising to €47,289and€48,616 by long service increments €27,004 to €44,029 per annum non-contributory superannuation Rising to €45,276 and€46,535 by long service increments Candidates should note that entry will be at the minimum of the relevant scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance, increments may be payable in line with current Government Policy. **Point of entry on this salary scale may differ from the minimum point of the scale if the successful candidate is a current public or civil servant. ** Application and Selection Process: The selection process may include short-listing of candidates. The selection criteria will be based on the essential requirements of the position. It is therefore important that you provide a detailed and accurate account of where you believe your skills and experience meet the essential requirements. This must be presented in the mandatory application form (maximum 2 pages template attached) accompanying your CV. A complete application includes: A completed mandatory application form A copy of your CV Failure to submit the mandatory application form and CV may result in your application not being considered. To apply for one of these positions, send a detailed CV and completed supporting document quoting reference number 004.EI.26E to or contact Fiach O'Byrneon. Enterprise Ireland is an equal opportunity employer Recruitment Data Protection Statement | Enterprise Ireland (enterprise- #INDOSB1 #INDFIABYRNE
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