Ruhama is a voluntary agency, with over twenty five years’ experience working directly to support women affected by prostitution, including victims of trafficking for the purpose of sexual exploitation, and lobbying and awareness raising on the issue of prostitution

Ruhama is now recruiting to fill the following position:

Organisational Administrator (Ref: ORG/ADMIN)

Duration:  Temporary contract December 2015-July 2016 (24.5 hours per week)

Ruhama (www.ruhama.ie) is a Dublin based NGO, supporting women nationally who are affected by Prostitution and Sex trafficking.

Person specification: To ensure the efficient running of the office; support the generation of funding and oversee funder reporting and donor relationships

Key Tasks:

General Office Administration

Support team members with administrative aspects of their work as needed. (varied ad-hoc nature including: web site development; data base management, maintenance and review; data collection for reporting purposes; collating information packs and other materials; ensuring necessary equipment is available; photo-copying etc.)
Attend meetings, organize agendas in advance as necessary and take minutes as required.
Assist with organization of Board of Director meetings as required (venue, hospitality, preparation of materials, reports etc., ensuring that papers are forwarded on time)
Administer all paperwork associated with the membership of the Ruhama Board of Directors.
Computer and hard copy files: Maintain administration folders in a clear and accessible manner. Ensure staff aware of the Ruhama Data protection Policy in relation to client records maintenance to ensure that strict confidentiality is adhered to.
Keep track of equipment for inventory and repair ensuring that necessary maintenance is carried out on time and to specification
Undertake health & safety duties as requested
Ensure that Insurance cover in relation to personnel, clients, property and vehicles is maintained.
Support and supervise staff/volunteers (including staff on social employment schemes e.g. CE) who engage in administration work as appropriate to ensure smooth running of the organizations administration.

*These duties are delegated to administrative support staff recruited to cover reception/administration. The Organisational Administrator retains overall responsibility for the execution of these tasks and offers support to these functions through training in/induction and cover when such staff are not available.

Handle all incoming communication to the organization (mail, phone, fax, e mails) according to established policy and procedure. Route information to appropriate staff members. *
As first point of contact with visitors to organization, ensure hospitality and necessary support / information is provided*
Set up and maintain a system of stock control this includes procurement of outreach and kitchen supplies*
Order general office supplies, stationery etc. as needed, ensuring adequate stocks available at all times.*
Be responsible for the administration of seminars and training days (in-house or external) including booking of rooms / travel etc.*

Financial administration & Fundraising Duties

Process all donations to Ruhama in collaboration with the Accounts Administrator
Maintain and develop excellent communications with Ruhama’s donors and supporters.
Support with organization of events: mini marathon etc.…
Liaise with relevant staff to ensure awareness (including timelines for expenditure) of available funds for frontline service delivery.
Provide support to accounts department on a needs basis.
Funding proposals/applications: Monitor, investigate, communicate and maintain information on different potential  funds/funding sources available to Ruhama
Collaborate with appropriate manager/CEO in the completion of grant applications, including provision of supporting documentation.
Funding reports: Maintain a schedule of report deadlines and other important dates to ensure correct and timely reporting to all funders as required.
Support completion of funder service reports, using the information available through  co-ordination with appropriate staff in accordance with needs of funders and organizational data collection systems.
Perform other relevant duties at the request of the C.E.O.

The successful candidate will have

Administration experience of at least 5 years
An outgoing personality and positive attitude
Excellent communication skills
Excellent organizational skills and the ability to prioritize various tasks
High degree of proficiency in all Microsoft Office packages, specifically proficiency in mail-merging using Microsoft Word
Previous experience of Mailchimp, CiviCRM software and Facebook and Twitter social media websites will be an advantage
A strong interest in the area of development, social justice & human rights.

Application process:

Please use the reference “Org/Admin” in all communications. Application forms may be requested from admin@ruhama.ie

Please note that CVs will not be accepted. Completed Applications must be submitted by first post or close of business on Thursday November 19th

Enquiries can be made to Linda McGrath, on 01 8360292 (Monday, Tuesday and Thursday).

Interviews will be held on Monday November 30th  Ruhama is an equal opportunities employer