Executive Assistant – Grant Payments
Job Title: Executive Assistant – Grant Payments
Grade: Level B
Department: Grants Management
Division: Corporate Services and Evaluation
Reporting To: Grant Payments Manager
Location: East Point
The role involves the processing and drawing up of payment approvals for grant claims by verification of compliance with grant conditions prior to approval for payment. This involves checking against grant agreement conditions, ensuring claimed expenditure is validated and liaising with grantees, their agents and internal Enterprise Ireland (EI) personnel.
- Support the receipting, recording and processing of industry grant claims in a timely manner and handle allocated claims as assigned by Supervisors.
- Support the work of the team to develop and maintain effective departmental systems, processes and controls that ensure claims are recorded, monitored and accounted for and status of each is known.
- Support the smooth execution of claims and payments by building and maintaining relationships across relevant third level / industry-related stakeholders – communicating with them on implementation of processes, ensuring they have a full understanding; by providing advice and support; and by liaising with them in relation to queries, helping them to meet grant claims requirements.
- Support activities associated with processing industry grant claims to include:
- Reviewing all grant documentation received for accuracy and completeness;
- Carrying out expenditure eligibility and verification checks prior to processing e.g. ERDF etc;.
- Liaising with third level / industry clients and/or other relevant EI personnel on grant claims where documentation or additional information is required and escalate where necessary.
- Carrying out claims desk checks of expenditure items and ensure supporting documentation is sufficient and appropriate.
- Following up with third level / industry clients on expenditure appeals processes and documentation, logging expenditure appeal details on GSS/MIS and excluding unresolved queries from payment requests, if applicable.
- Updating client data records and input claims details on GSS/MIS as appropriate throughout each stage of the claims processes.
- Recording the status of claims on the GSS/MIS as appropriate.
- Follow-up on and ensure that all grant conditions are complied with prior to drawing up payments.
- Send claims to Grant Inspection (GI) or representatives of non-GMT concurrently where site or technical inspections are required.
- Prepare payment requests based on the outcome of desk or site checks processes.
- Review, communicate and ensure Project Alteration Forms (PAFs) and reimbursements are processed within defined timelines.
- Provide team support to colleagues in Grant Payments and other sections within the Grants Management Department as and when required across both industry and third level, particularly at busy times during the year.
- Build networks and relationships with colleagues that assist the development of a professional, integrated and efficient approach to supporting clients across industry/third level.
Functional Competencies (Key Skills & Knowledge)
- Evidence of numerical aptitude, analytical and interpretation skills and experience is essential.
- IT proficiency and experience using MS Office 365 applications including Microsoft Excel, Word and Outlook, coupled with the capacity to quickly learn new applications, systems, technologies and procedures/processes is essential.
- Demonstrated skills and experience of handling and prioritising multiple tasks to meet challenging deadlines while maintaining strong accuracy and attention to detail is essential.
- Good quality oral and written communication skills to ensure effective engagement across all relevant stakeholders is essential.
- A third level qualification in, or currently studying for, a finance or business-related discipline is desirable.
- Experience of working in a finance-related function and/or regulatory environment is desirable.
- Knowledge of accounting and business systems terminology is desirable when discussing grant conditions and EI/EU regulations.
- A knowledge of EI grant offerings, including third level, and related processes and procedures.
- Ability to work on own initiative and use sound judgement to identify key conditions in proposals/grant agreements.
- Ability to absorb information and a willingness to undertake training and development to refine knowledge and skills, developing broad capability in third level and industry claims processes.
- Sound judgement, professionalism, confidentiality and discretion.
Enterprise Ireland Behavioural Competencies
The ability to be 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 look out 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.
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 EI 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.
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.
Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information.
Acting / Leading with Integrity
Communicates the EI purpose, values and approach, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others
Developing Yourself & Others
Creates an environment that enables you and others to excel in terms of job performance.
€20,451 to €36,486 per annum contributory superannuation
Rising to €38,835 by long service increments.
€19,500 to 34,751 per annum non-contributory superannuation
Rising to €36,982 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.
Application and Selection Process:
The selection process may include short-listing of candidates. The selection criteria will be based on the 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 requirements for the position. This should be contained in a short document (maximum 2 pages) accompanying your CV.
Applicants should note that, for shortlisting purposes in particular, clear evidence of the functional competency requirements listed as essential in this specification must be demonstrated as part of your supporting document accompanying your CV.
How to apply:
Internal applicants should submit their application quoting reference number EI.091.19E to HRConnect@enterprise-ireland.com on or before Wednesday 24th July 2019.
If applying as an external applicant, please send your updated CV for review to Maisie.email@example.com or phone Maisie Doyle on 01-638 4400.
Closing date: Wednesday 24th July 2019