Accounts Payable & Procurement Administration Support
Job Title: Accounts Payable & Procurement Administration Support
Reports to: Deputy Head of Finance & IT
About Merchants Quay Ireland (MQI)
Merchants Quay Ireland (MQI) is a national voluntary organization that helps people who are homeless and those caught in addiction. MQI is registered for the charitable purpose of promoting health, and to provide the stepping-stones for every point of a man or woman’s journey out of homelessness and addiction, and toward a drug free life. We provide services ranging from crisis intervention and health promotion services to day-support programmes, residential detox and rehabilitation, and prison-based counselling. This is an exciting time to join MQI with the First Medically Supervised Injecting Facility (MSIF) in Ireland recently opened in December 2024.
The Team
The Finance & IT Department provides a range of financial services in support of MQI’s primary mission. It is led by the Head of Finance & IT, supported by a Deputy Head and a team of seven staff.
Role Summary
This vacancy primarily delivers end-to-end processing of accounts payable, operates the purchase order (PO) system, and provides procurement administration. The role is the primary point of contact for engagement with vendors and staff on payment for goods and services, ensuring procedures are followed. It involves collaborating with colleagues in procurement to support target compliance rates, driving change, and streamlining processes, including introducing new technology. Additional duties include related administration tasks and analytics to support the function’s business partnership approach across the organisation. There is opportunity for professional growth within a busy and dynamic Finance & IT team.
Principal Duties & Responsibilities
* Accounts Payable
* End-to-end accounts payable from PO to supplier payment and vendor/creditor reconciliations
* Understand and follow payment and procurement procedures and related forms
* Effective communication with staff and vendors on queries relating to PO and Accounts Payable
* Ensure new vendor set up in line with established controls and PO/invoice/credit note processed per approvals framework
* Independent & objective validation of all changes to Vendor/Payee bank details
* Monthly creditor review to ensure accuracy and assist in creditors’ accruals for month-end accounts
* Provide training to staff on E-Workflow (invoice processing tool) and on POs with a compliance focus
* Comply with relevant legislation and regulations
* Assist with year-end processes such as creditor reconciliations and other required analysis
* Support the Annual Audit and any other audit/internal audit requests
* Support the Head and Deputy Head in all analysis requirements on POs, Procurement Administration and Vendor payments
* Procurement Administration
* Support team colleague charged with procurement
* Assist with procurement queries
* Provide administration support in the procurement and tendering process
* Update and support the management of the contracts for service register
* General
* Provide other ad hoc administrative support to the Finance function as requested
* Assist in centralised ordering of supplies
* Assist with Bank lodgements, donation reconciliations and related tasks
* IT administration – onboarding and offboarding of staff
* Attendance at meetings internally or externally if requested
* Other administration tasks assigned to support the Team
* Identify changes to processes and working practices; implement necessary changes; measure progress with metrics
The successful candidate will have
* 3+ years experience in an Accounts Payable role in a mid to large organisation
* Understanding or experience of fundamentals of Procurement is an advantage
* Demonstrated understanding of Purchase Order system
* Strong IT Skills - excellent knowledge of Microsoft Excel, Word and standard accounting software
* Attention to detail; numerical ability and data entry skills
* Excellent communication and interpersonal skills
* Agile approach to tasks; ability to work on own initiative and deliver to deadlines
* Customer service focus
* An interest in working in the not-for-profit sector
What does Merchants Quay Ireland offer as an employer?
* Fulfilling and challenging work
* Competitive salaries
* Hybrid working arrangements on successful completion of induction period
* Minimum 23 days annual leave
* Sick Pay Scheme
* Defined Contribution Pension Scheme (after 6 months)
* Death In Service (from commencement of employment)
* Line Management Supervision
* Learning and Development Programme
* Employee Assistance Programme (EAP) Health & Wellness Program
Hours: 37.5 hrs per week.
Salary: €42,505 - €47,265 (DOE)
Contract Type: Contract of Enduring Duration
Office Location: 24 Merchants Court, Merchants Quay, Dublin 8
Management reserves the right to amend or change this job description as required. MQI is an equal opportunities employer. This position is subject to Garda Clearance.
If you are interested in this position, please apply by 26 September 2025.
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