JOB TITLE

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Finance & Procurement Officer Grade IV

SCALE

/ Grade IV: €26,752 - €43,891
(Salary is at point one of the scale for new entrants to the public sector)

REPORTS TO

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Finance Manager

LOCATION

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18-20 Carysfort Avenue, Blackrock, Co Dublin

JOB PURPOSE

Therole is responsible for supporting the finance and procurement functions within NMBI. This post assists with month-end accounting processes, fee processing, tax, other statutory returns and assists with accounts payable processes and tasks. It also supports all NMBI tender processes, and manages all associated procurement functions such as maintenance of the contracts register, tenders under OGP frameworks and ensures that all thresholds and contract timelines associated with contractors is maintained.
KEY RESPONSIBILITIES
The duties may include but are not limited to:
  • Assistance with the month-end accounting process – recording transactions on SAP, assistance with accruals/prepayments, journals, fixed asset recording, variance analysis etc.
  • General assistance as required with financial reporting, financial planning & analysis.
  • General assistance as required with internal &external audit fieldwork & reporting requirements.
  • Assistance with processing fee income receipts during times of peak demand.
  • Assistance with AP process when required.
  • Working closely with internal the Senior Management team to understand their procurement requirements.
  • Taking a lead on procurement improvement projects to manage cost and performance improvement.
  • Prepare and implement procurement plan annually.
  • Run and manage tender processes including OGP, Etender and EU tenders.
  • Work with external Procurement Advisor on large procurement projects.
  • Manage contract administration to ensure services are properly procured.
  • Schedule tenders for services which are nearing end of contract.
  • Maintaining knowledge of the various categories of spend.
  • Monitor spend trends across contracts.
  • Work with the Director of Corporate Services and the Governance & Finance Committee on performance against procurement plan.
  • Maintain positive working relationships with our vendors/suppliers.
  • Complete administrative duties as needed.
  • Supporting the wider Finance team as required by the Finance Manager.
  • Special projects as assigned.

ESSENTIAL SKILLS AND QUALIFICATIONS

The ideal candidate will have the following skills / qualifications:
  • At least 3 years’ experience in a similar role.
  • Well-developed analytical skills with particular strengths in analysing cost and spend and recommending improvements.
  • Working knowledge of etenders, OJEU and OGP guidelines.
  • Excellent IT skills and advanced user in Microsoft Word and Excel.
  • Financial Accounting System, SAP would be advantageous.
  • Experience of drafting and liaising with stakeholders to support the development of tender documentation.
  • A relevant third level qualification would be desirable such as studying for accountancy qualification or qualified accountancy technician.

Competencies: Grade IV
Specialist Knowledge, Expertise and Self Development
  • Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, relevant policies etc.
  • Has a clear understanding of the role, objectives and targets and how they fit into the work of the unit and the overall work of NMBI. Communicates this to the team in a consistent manner
  • Leads by example, being committed to self-development and enhancing the knowledge and skills required to improve performance

Information Management & Decision Making
  • Follows procedures and ensures they are implemented in own area, understanding the rationale behind them
  • Reviews completed work regularly and acts on learning points
  • Evaluates current work practices to identify changes that could be made to improve efficiencies
  • Can work effectively on a number of tasks at the same time
  • Is comfortable working with a range of information, e.g. numerical, written data etc.
  • Makes sound appropriate decisions in a confident manner and can justify and stand by them

Delivery of Results
  • Delivers results on time and to a high standard
  • Takes responsibility for own work and the work of the team
  • Plans and prioritises the work schedule, ensuing the efficient use of all of the resources available and delivering on objectives even with multiple or conflicting demands
  • Evaluates current work practices to identify changes that could be made to help them run more effectively
  • Maintains accurate records and monitors work, ensuring any errors are identified and rectified
  • Appreciates the need to delegate work appropriately

Interpersonal & Communication Skills
  • Shows respect and maintains composure when dealing with the public, nurses, midwives and staff members
  • Demonstrates the ability to be assertive and negotiate when necessary, communicating in a clear and confident manner whilst remaining approachable and polite
  • Listens to others and invites feedback, dealing with information in a constructive way
  • Influences others by actively listening and clearly expressing their position
  • Produces written letters /reports in a clear and concise manner at the level required for the role

Drive and Commitment
  • Consistently strives to perform at a high level, demonstrating flexibility and finding solutions to overcome obstacles
  • Serves the public, nurses and midwives
  • Can work independently without excessive guidance or support
  • Demonstrates resilience in the face of significant demands and challenges
  • Ensures that the customer is at the heart of all services provided
  • Is personally honest and trustworthy
  • Acts with integrity and supports this in others

NMBI is committed to equality of opportunity

This is not an exhaustive list and the post holder will be required to take on other tasks and duties as required for the proper and effective performance of his/her duties.

NMBI operates a mobility policy whereby staff may be moved from departments as per the needs of the organisation.

Closing date for applications: 17.00, Wednesday 20 December 2017