Office Coordinator

Principal Objective of the Team and Role

Team Purpose: The purpose of the Operations Team is to manage the day to day operations of the organisation (administration, office, human resources, database and GDPR) and to provide a range of supports to HRDs, including relocation through the Rest and Respite programme and the Canada Refugee Stream; and recognition through the HRD ID card. It also delivers the Irish Public Engagement strategy of the organisation. The team consists of the Head of Operations & Public Engagement, Human Resources Manager, Office Coordinator, Office Assistant and the Canada Program Officer.

Role Purpose: This role will have the overall responsibility to deliver on the organisational, logistical and administrative operations of our Head Office. The role will be responsible for the smooth and efficient running of the internal functions of the organisation and ensuring that workplace administration is carried out effectively and kept up to date. The role will be responsible for supervising administrative support staff and managing logistics related to staff travel, events and immigration procedures and for health and safety within the organisation.

Responsibilities

The key accountabilities and associated duties include :-

1. Office & Administration

This role is accountable for ensuring the effective and efficient operational management of the office facilities to include reception, administration, event management, GDPR, insurance, resources and repairs.

• Ensuring that the reception unit of the office runs efficiently, and that all reception duties are attended to;
• Ensuring compliance with GDPR systems and procedures;
• Issuing and maintaining written guidelines, resources and standard operating procedures related to office and organisational systems;
• Reviewing and reorganising the filing systems;
• Manning the emergency phone line during office hours, recording and tracking calls and actions taken;
• Managing the purchase and delivery of equipment and resources, ensuring best value for money;
• Establishing good practices eg storage, recycling and dealing with building maintenance issues;
• Liaising with landlord, contractors, suppliers, repairs etc;
• Oversight of inductions to office systems;
• Sourcing insurance quotes and ensuring adequate levels of insurance are in place eg. employers liability insurance, building insurance, travel insurance;
• Liaising with the travel insurance provider on policy, providing travel patterns, arranging relevant documentation for staff, submitting claims;
• Arranging health insurance policies for fellows as part of immigration procedures;
• Providing relevant briefings to staff;
• Overseeing maintenance of equipment eg. ID card machine, phone system, coffee machine;
• Oversight of staff events/ meetings

2. Health and Safety Coordination

Act as the key point of contact to oversee compliance with all Health & Safety policies and coordinate FLD’s activities to ensure same.

• Ensuring all fire safety regulations are adhered to;
• Being a fire marshal and coordinating fire drills with other fire marshals;
• Training new staff and ensuring compliance with FLD’s health & safety policies and procedures;
• Acting as a key holder, issuing & tracking keys and securing the building as appropriate;
• Addressing maintenance or safety issues in a timely manner;
• Ensuring appropriate use of all physical resources provided, including safe
• storage and access by approved personnel only;
• Co-ordinating the ergonomic assessments for each staff member’s
• workplace, both remote and in the office;
• Ensuring there are sufficient trained first aiders available in the office and at FLD events;

3. Property management

Management of all FLD properties to ensure tenant needs are met and any changeovers of tenants is managed appropriately.

• Ensuring that apartment properties are ready for new tenants;
• Overseeing the process of preparing apartment properties for new tenants;
• Coordinating bookings, issuing rental agreements and arranging payments;
• Meeting tenants and managing check-in/ check-out procedures;
• Assisting tenants with maintenance requests and addressing issues
• Inspecting properties and arranging for repairs and new materials as required;
• Ensuring compliance with lease agreements;

4. Logistics - Relocation Supports/ Immigration procedures

Support the transition of any new staff members relocating to Ireland from abroad with work permits, visas and any general support queries during this process.

• Managing all procedures related to staff and fellow Visas for travel to Ireland including relevant support to applicants and liaising with relevant government departments;
• Managing work permit applications for staff relocating to Ireland as needed;
• Maintaining excellent procedures, documentation and security protocols in visa processes;
• Providing briefings and issuing documentation to staff who have relocated to Ireland to ensure compliance with all immigration regulations and registration;
• Providing practical information related to accommodation, cost of living and other resources and tips for living in Ireland;
• Supporting the induction of staff and fellows;
• Coordinating supports for volunteers and interns such as their work station, supplies, learning opportunities etc;

This job description is intended as a summary of the primary responsibilities of and qualifications for this role. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform based on requirements either now or in the future.

Reporting Structure (number of team members supervised in this job):
Directly:
Indirectly: Office Assistant

Key Relationships (please specify contacts):
Internal: Office Assistant; Head of Operations
External: service providers, contractors, landlord, Department of Justice, venues, estate agents, travel agent

Salary
The salary range for this role is €36,000 to €46,000, depending on experience. This will be agreed on appointment. The role holder is responsible for complying with relevant tax and other legal requirements in their country of residence.

Person Specification

Knowledge and Skills:
Essential:

• Outstanding administrative and organisational skills
• Professional and courteous manner on the phone
• An exceptionally strong ‘customer service’ orientation
• Ability to prioritise and manage time according to deadlines
• Excellent attention to detail
• Ability to foresee problems that might occur with an event or other set of
• plans and procedure and ability to proactively seek and implement
• solutions before problems arise
• Must be capable of working as a team player, be highly motivated,
• organised, enthusiastic and capable of using their initiative
• Good written communication skills

Desirable:

• Fire Warden Training
• First Aid Certificate
• DSE Assesors Training
• Manual Handling

Experience:

Essential:

• At least four years relevant experience in an administration/coordination role.
• Practical experience and understanding of working with standard office procedures and office equipment

Desirable:

• Two years in a customer/client service role in which answering queries and responding to requests was part of the daily work
• Experience of being responsible for the health and safety of an office.
• Experience of working with people from different cultures/backgrounds.

Other requirements:

• Commitment to, and understanding of working within a voluntary organisation in an inclusive manner.
• Sound judgement and an ability to make someone on the phone (or in person) feel that they have been provided with all that they needed.
• High motivation, positive disposition and flexible attitude in response to organisational change and development
• Availability for occasional on call hours during nights and weekends

Competencies:

1. Decision-making and problem-solving: Analyses information and situations accurately and develops appropriate solutions. Defines the problem correctly, can decide on what data and information to collect to identify the problem cause. Looks beyond obvious solutions and can draft appropriate solutions to make an informed decision
    
2. Exercising good judgement: Demonstrates care for potential consequences and values the expertise of others in making informed and balanced judgements about how we carry out our work. Works in line with the values of the Organisation and with the commitment to Do No Harm whilst meeting the needs of the Defenders we support.
    
3. Managing Security: Takes responsibility for ensuring we do not compromise the security of human rights defenders through our actions, you pro-actively support the security procedures and policies within the organization, you are careful about the security of your colleagues and other partners.
    
4. Respect for the individual: Demonstrates respect for the dignity and privacy of individuals. Acknowledges the cultural and linguistic differences across our Organisation and the challenges of working with colleagues dispersed across regions and time zones. Supports the equality, diversity, rights, and responsibilities of the individual. Recognises and understands confidentiality at work.
    
5. Communication with each other: Communicates effectively with colleagues and other using the range of methods and tools available to them within their environment, in both individual and group settings.
    
6. Adapting to Change: Responds to, supports, or initiates change across a dispersed Organisation which will enable the achievement of the Organisation’s objectives.

Front Line Defenders is an Equal Opportunities Employer