Mercy International Association is seeking an Office Manager to join our team in Dublin city centre. Reporting to the Finance and Operations Manager the Office Manager is responsible for the efficient day-to-day administration and operational support of the Mercy International Centre. The role provides high-level business administration support to the organisation and supports the effective functioning of finance, operations, facilities, governance, and organisational activities.

The Office Manager acts as a key point of coordination for internal administration, office systems, internal communications, and stakeholder engagement, ensuring the Centre operates professionally, efficiently, and in alignment with its mission and values.

Key Responsibilities

Office and Business Administration

• Manage the day-to-day administration and smooth running of the Mercy International Association Dublin office. 
• Maintain efficient office systems, records management, filing systems, and administrative procedures.
• Coordinate back-office functions including post, supplies, IT equipment, reception, contractors, facility maintenance and service providers.
• Coordinate and manage Mercy merchandise and stock, suppliers and purchasing. 
• Ensure compliance with organisational policies, GDPR requirements, and health and safety procedures.
• Develop and maintain administrative processes that improve efficiency and service delivery.

Executive Support to the CEO Office 

• Provide confidential administrative and organisational support to the CEO.
• Manage calendars, correspondence, appointments, travel arrangements, and meeting schedules.
• Support the planning and coordination of executive meetings, events, hospitality, and visitor arrangements.
• Support the preparation of board and governance papers where required.
• Act as a key liaison point for internal and external stakeholders on behalf of the CEO. 
• Assist in tracking actions, deadlines, and organisational priorities.

Finance Administration Support

• Support finance operations in collaboration with the finance manager. 
• Process invoices, purchase orders, expense claims, and payments in accordance with procedures.
• Assist with budget tracking, financial records, and reconciliation processes.
• Maintain accurate financial and administrative documentation.
• Support audit preparation and financial reporting requirements as required.

Operations and Organisational Support

• Support operational planning and implementation across Centre activities and programmes.
• Assist with contract administration, supplier coordination, and operational documentation.
• Support project administration and reporting requirements.
• Contribute to organisational planning and continuous improvement initiatives.

Communications and Stakeholder Support

• Respond professionally to enquiries from partners, visitors, and stakeholders.
• Support internal communications and maintain accurate contact databases.
• Represent the Centre in a professional and welcoming manner.

Person Specification

Essential Skills and Experience

• Proven experience in an office management, executive assistant, or senior administrative role.
• Strong organisational and multitasking skills with excellent attention to detail.
• Experience supporting senior management and coordinating operational activities.
• Financial administration experience, including invoice processing and budget support.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Strong IT skills including Microsoft Office and administrative systems.
• Ability to work independently and collaboratively in a mission-driven environment.

Desirable

• Experience in the non-profit, charity, faith-based, or international development sector.
• Knowledge of governance and board administration processes.
• Experience coordinating events and international visitors.

Personal Attributes

• Professional, approachable, and service-oriented.
• Strong interpersonal and relationship management skills.
• Flexible and adaptable with a proactive approach to problem solving.
• Commitment to the mission, values, and ethos of Mercy International Association.

Contract Details

• Full-time position: Monday - Friday
• Location: Mercy International Centre, Baggot Street, Dublin
• Contract Type: Full time permanent (probation period)