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The \"Here 2 Hear\" Project is a major cross-sector youth wellbeing initiative delivered by Habitat for Humanity in close partnership with the Youth Work Alliance, the Education Authority, the Young Farmers' Clubs of Ulster, and Fóram na nÓg.
ROLE SUMMARY:
The Project Administrator will provide effective administrative, organisational and logistical support to the delivery of the Here 2 Hear Project. The postholder will support the smooth day-to-day running of the project, ensuring that administrative systems, records, communications and reporting processes are maintained to a high standard. Working closely with the Project Manager and postholder will contribute to the successful delivery of activities that promote emotional resilience, improve access to health and wellbeing programmes, and strengthen meaningful cross-community connections among young people across Northern Ireland and the border counties.
KEY RESPONSIBILITIES:
Administrative and Project Support
- Provide day-to-day administrative support to the Project Manager and wider project team.
- Maintain accurate and up-to-date project records, databases, filing systems and electronic documentation.
- Prepare agendas, circulate meeting papers, record minutes and track agreed actions.
- Assist with the preparation of project plans, schedules, correspondence and internal updates.
- Monitor key deadlines and support the team to ensure that project activities and deliverables are completed on time.
- Coordinate appointments, meetings, training sessions, workshops and project events.
Partnership and Stakeholder Coordination
- Support effective communication between Habitat for Humanity and the project's delivery partners.
- Liaise with partner organisations, youth workers, facilitators, schools and community stakeholders as required.
- Assist with organising partnership meetings, collaborative activities and cross-community events.
- Maintain contact lists and support the distribution of project information and updates.
- Promote a professional, inclusive and collaborative approach when engaging with stakeholders.
Event and Programme Administration
- Provide logistical and administrative support for youth wellbeing workshops, training sessions, engagement activities and project events.
- Coordinate venue bookings, attendance lists, invitations, materials, refreshments and travel arrangements where required.
- Prepare participant information packs, feedback forms and other programme documentation.
- Maintain accurate attendance records and assist with collecting participant feedback and monitoring information.
- Support accessible, inclusive and youth-friendly arrangements that encourage participation from diverse communities.
Monitoring, Evaluation and Reporting
- Collect, collate and maintain project monitoring data and supporting documentation.
- Assist with tracking project outputs, milestones, participation figures and activity records.
- Support the preparation of progress reports, performance updates and evidence required by the Project Manager and funding programme.
- Ensure that records are accurate, complete and readily available for reporting, monitoring and audit purposes.
- Assist with gathering feedback and evidence to demonstrate the project's impact on youth mental health, wellbeing, resilience and cross-community engagement.
Financial and Funding Administration
- Assist with maintaining project expenditure records, invoices, receipts and supporting financial documentation.
- Support the processing and tracking of purchase orders, expenses and supplier payments in accordance with organisational procedures.
- Maintain records of project-related costs and assist with budget monitoring.
- Support the preparation of financial information and documentation required for PEACEPLUS reporting and compliance.
- Ensure that all financial records are organised, accurate and retained in line with organisational and funding requirements.
Partnership and Communication
- Liaise with project partners, community groups, public agencies, and stakeholders.
- Support communication and publicity activities.
- Assist with organising networking events and stakeholder meetings.
PERSONNEL SPECIFICATION:
The personal specification shows essential skills, abilities, knowledge and/or qualifications required to be able to carry out the duties of this post. Therefore, please address, in completing the application form each criterion listed in the specification, drawing upon all of your experience, whether at work or on a voluntary basis.
- - Minimum of 5 GCSEs (or equivalent), including English and Mathematics.
- - At least 2 years' administrative experience. Experience maintaining accurate records and databases.
- - Experience of financial administration and budget monitoring.
- - Strong IT skills including Microsoft Office (Word, Excel, Outlook).
- - Excellent organisational and communication skills.
- - Ability to work to deadlines and manage competing priorities.
- - Committed to the vision and mission of Habitat for Humanity and a working style that reflects these.
- - Experience working on externally funded projects.
- - Knowledge of PEACEPLUS, EU-funded, UK Government, or public-sector grant programmes.
- - Experience preparing monitoring returns and funding claims.
- - Understanding of procurement processes and audit requirements.
- - Experience working with community and voluntary organisations.
Personal Attributes
The successful candidate will be:
- - Highly organised, proactive and dependable.
- - Approachable, professional and collaborative.
- - Committed to the wellbeing, safety and inclusion of young people.
- - Flexible and able to respond positively to changing project priorities.
- - Discreet and trustworthy when handling confidential information.
- - Motivated by partnership working and the delivery of positive outcomes for communities.
Deadline for applications: Monday 23rd November, 12pm (noon)
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