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Job description

We are seeking an organised, proactive, and resourceful Administration and Facilities Officer to support the Northern Ireland Director in ensuring the smooth day to day running of the office. The role will ensure the efficient operations and facilities co-ordination of our Northern Ireland (NI) office. The successful candidate will play a pivotal role in fostering a collaborative and well organised office environment, enabling the Concern NI team to effectively develop and grow as a regional team.

Responsibilities

• Reception management
• Office operations
• Supplier management
• Inventory management
• Maintenance management and coordination
• Health and Safety compliance
• Monitor budgets for office expenses and facilities, track expenditures, report variances, and manage purchase orders uploading to GP and overseeing approval
• Handle petty cash management, credit card reconciliations, and expense processing, including submitting Adobe documents and coordinating with the Finance team
• Liaise with HR and IT departments in London and Dublin to manage staff equipment needs, including ordering and setting up new hardware, auditing existing equipment, and ensuring technological resources meet office requirements
• Keep the asset register up to date; process completed risk assessment forms and process orders to ensure available equipment is ordered
• Other adhoc IT tasks as required
• Oversee fundraising and promotional stock, track inventory, assess needs, and assist in getting quotes for and ordering new materials
• Provide administrative support, preparing for Board meetings, taking minutes, and handling work related expenses
• Assist in preparing reports, presentations, and communications as required
• Act as a point of contact for internal and external stakeholders on behalf of the NI Director
• Set up the boardroom and audiovisual equipment for presentations, board meetings, and team gatherings
• Assist the Retail Development Manager with all administrative property related matters, to include co-ordination and maintenance of Shop Health & Safety reviews, shop repairs and maintenance
• Collaborate with finance, HR, and other teams to ensure process alignment and adherence to organisational policies
• Coordinate team meetings and events, providing logistical support and ensuring follow-up actions are completed
• Serve as a central communication point across departments within the NI office
• Manage room bookings and update shared team calendars to facilitate smooth operations
• Uphold and promote Concern’s values, ensuring equality, diversity, and inclusion in all activities
• Handle additional projects and tasks as assigned by the NI Director, Supporter Care Manager and Retail Development Manager
• Continuously seek opportunities to enhance office efficiency and team collaboration
• Provide administrative support to the NI Director
• Facilities and admin support to the NI retail function when required
• Maintain records related to retail property operations

Skills and Qualifications

Essential Skills

• Experience in financial administration tasks (e.g., petty cash, expense processing, purchase orders)
• Familiarity with health & safety regulations and compliance (e.g., risk assessments, fire safety, first aid)
• Experience coordinating with multiple stakeholders, such as suppliers, landlords, fundraising teams, and senior management
• Experience in a supporter care, customer service, or donor relations role, handling inquiries professionally
• Strong communication skills (verbal and written), with the ability to liaise effectively with internal and external contacts, working as a team and contributing your ideas
• Strong administration skills and ability to carry out record-keeping, document preparation, and financial processing
• Confident in IT and picking up new systems
• Good working knowledge in Microsoft Office (Word, Excel, Outlook) and ability to work with CRM/databases (e.g., Dynamics 365 or similar)
• The ability to work independently
• Ability to handle confidential information with discretion
• Strong commitment to the values of an international development charity, including diversity, equality, and inclusion

Desirable Skills

• Experience in the charity or fundraising sector
• Experience in event coordination or supporter engagement activities
• Understanding of budget management and supplier contracts

Further Information

Concern Worldwide encourages all qualified candidates, irrespective of gender, ethnicity and origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation. Concern is against all forms of discrimination and unequal power relations, and is committed to promoting equality. This is a permanent, part-time post based on 4 days working week. Then normal full-time working week is 35 hours. Salary: £24,060 - £26,732.80 per annum pro rata based on 28 hours per week. Full time equivalent: £30,075 - £33,416 per annum based on 35 hours per week. The successful post holder will be required to complete a Basic AccessNI check and sign a criminal records self declaration form. Having a criminal record will not necessarily debar you from working with Concern Worldwide. This will depend on the nature of the position, together with the circumstances and background of your offences.