Clerical Administrator

Organisation Description:

The Marine Institute is the national agency responsible for marine research, technology, development and innovation (RTDI). The Marine Institute seeks to assess and realise the economic potential of Ireland’s 220-million-acre marine resource; promote the sustainable development of marine industry through strategic funding programmes and scientific services; and safeguard the marine environment through research and environmental monitoring. The Institute works in conjunction with the Department of Agriculture, Food and Marine (DAFM) and a network of other Government Departments, semi-state agencies, national and international marine partners.

Summary of the Role:

The Institute now requires a Clerical Administrator to provide administrative support to the IMDO Director and wider IMDO team.  The position requires an interest in the maritime industry, good organisational skills, IT skills and an ability to support a number of areas within the team.

General Accounts & Procurement

• Keep accurate files of all tenders and contracts in electronic and hardcopy format.
• Maintain an accurate register of all tenders, 15-50k approvals, and sole supplier information.
• Track expenditure for relevant projects and liaise with the Finance team to ensure all expenditure sheets are kept up to date.
• Assist the Director with budget updates and preparation.
• Assist with audit preparation and the collation of relevant documents and paperwork

General Admin Support 

• Provide project support when required.
• Assist with events and conferences -  arranging venues, issuing invitations, AV requirements, catering
• Provide support for design and print requirements.
• Organise foreign travel.
• Provide logistical support for internal and external meetings.
• Maintain the IMDO contact database and CRM system.

Admin Support to IMDO Director

• Assist with the drafting of correspondence, formatting and proofing of documents, reports and presentations.
• Provide general meeting support and assist in the preparation of reports and presentations
• Manage the Director’s travel and accommodation requirements.
• Maintain an electronic and hardcopy filing system for the Director. 

Please read a detailed job description here (right click to open JD in new window)

Location

Marine Institute – 3 Park Place, Dublin. The Marine Institute has a Blended Working Policy in Place.

Duration of Contract:

This temporary specific purpose contract of employment (Redeployment Cover) will be for a maximum duration of up to 15th March 2026. The successful candidate will be on probation for the first 6 months of this contract.

How to Apply:

A C.V. and letter of application, summarising experience and skill set applicable to the position should be emailed to recruitment@marine.ie or posted to Human Resources at the Marine Institute, Rinville, Oranmore, Galway, H91 R673. All correspondence for this post should quote reference IMDO/CA/SEP24

 

Closing date for Applications:

All applications for this post should be received by the Marine Institute in advance of 12 noon on Tuesday 17th of September 2024. Unfortunately, late applications cannot be accepted.

Use of Data - all personal data and the information submitted for this application will be used solely for the purpose of this campaign, after which it will be deleted in line with our General Data Protection Regulation (GDPR) Policy and data retention schedule. All information will be treated with the strictest confidence and accessed only by those involved directly in the campaign.

 

The Marine Institute is an organisation that champions Diversity, Inclusion & Equality for all. We encourage and welcome applications from anyone interested in this role.

 Please do advise if there are any special accommodations required for the recruitment process. We are here to help you access opportunities with us.