- Dublin City Centre
- JN -012024-1953852
- Jan 11, 2024
A leading public sector client is looking for a procurement & compliance assistant, a perfect fit for someone who is looking to build their career in the procurement & compliance space
GOVERNANCE AND PROCUREMENT DEPARTMENT We have an exciting opportunity in the Governance and Procurement Department. The Governance and Procurement Department is responsible for the overall governance of the Authority and includes Internal Audit and Risk, Procurement, Inspections Team, Operations and Research and Grants Compliance. The Governance and Procurement team provides support across several key areas including internal audit and risk management, grants compliance, EPBD compliance, procurement and inspections. The Governance and Procurement team sits with the Corporate Services Directorate. The successful candidate will report to the Procurement Manager.
THE ROLE PROFILE
This position will sit in the Governance and Procurement Department within our Corporate Services Directorate and will support both our Procurement Department and Information Compliance Office. As Procurement and Compliance Assistant you will assist and support our Procurement Department to ensure that contract information in the finance system is correctly input and maintained to allow contract spending to be accurately monitored on a per contract basis. The role will support the Information Compliance Office in administering the functions of that office and assist in the implementation of operational work activities for the team. The successful candidate will join an enthusiastic and innovative team who are committed to the high-quality delivery of results.
To ensure that activity peaks within the Department are addressed in a proactive manner, it is expected that the candidate appointed to this role will need to be flexible in terms of working hours during these periods.
Key Responsibilities of the role of Procurement and Compliance Assistant
The responsibilities of the Procurement and Compliance Assistant outlined in this job description should not be regarded as comprehensive in scope and may be added to or altered as required, in line with the requirement across Business Units/Departments.
The key responsibilities of the Procurement and Compliance Assistant will include but are not limited to the following:
- Input contract information on to our financial system Integra Centros.
- Ensure that the contract register is accurate, maintained and kept up to date.
- Organise existing data in excel spreadsheets
- Preparation of reports on procurement contracts as required identifying spend to date on key contracts.
- Complete process documents that teams can follow when completing specific tasks.
- Monitor the contracts register for expiring contracts and
- Support the team with the identification of data errors and communicate cross-functionally within the business to ensure that the quality of data is to the highest standard.
- Preparing documents for release under legislative access regimes, including Freedom of Information (FOI), Access to Information on the Environment (AIE) and Data Protection.
- Monitoring and maintaining data logs, including training, data breach logs, FOI logs.
- Providing administrative support for data protection activities as required.
- Liaising with key internal and external stakeholders
- Assisting with policy and programme documentation
- To undertake any other duties /projects as may be required from time to time within Corporate Services Directorate and any alternative Departments if so required.
Key Knowledge and Skills
The knowledge and skills required include but are not limited to the following:
- Strong communication skills with an ability to work to direction and under supervision.
- Excellent IT skills including Office 365 (particularly MS Words, Teams, Excel, Outlook,, SharePoint) and experience working with accounting software.
- A capacity to foster a positive working relationship with colleagues and external stakeholders and to work effectively in multi-disciplinary team.
- Ability to work under pressure and achieve tight deadlines.
- Strong attention to detail and analytical skills.
- Ability to multitask and manage competing demands.
- Ability to organise, prioritise and complete work effectively, to tight deadlines and to a very high standard.
The successful candidate must be able to demonstrate;
- Relevant experience working in an administrative or coordination role for a minimum two years'
- Third level or professional qualification in business or a related area (min Level 6 NFQ)
- Strong written and oral English skills
- Experience with Adobe Pro or similar redaction software
- Experience in data entry
- Proven attention to detail, ability to meet deadlines and learn at a fast pace.
- Experience working with multiple teams
- Excellent IT skills and experience working with broad office 365 package including Excel
- Self-driven with an ability to work on own initiative
- A general knowledge of and / or previous experience with the General Data Protection Regulation (GDPR)
- Previous experience working in a public body or a knowledge of public sector accounting with a strong understanding of the principals of governance.
- Previous experience of Integra accounting software.
- Interest in or knowledge of the sustainable energy sector in Ireland.
There may be a requirement for the successful candidate to further develop specialist knowledge and expertise relevant to the role. Training will be encouraged (formal and informal) and supported where required.
Morgan McKinley is acting as an Employment Agency and references to pay rates are indicative.
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