Vacancy Ad for Executive Secretary at the Islamic Cultural Centre of Ireland
The main duties and roles of your position are as follows:
- Administrative Roles
- Monitor, maintain and optimise the operational efficiency of ICCI properties, facilities, fittings and assets.
- Monitor, maintain and optimise a high level of hygiene and cleanliness of all areas of ICCI properties. (see cleaning contract and windows cleaning contract for details)
- Monitor and maintain a high level of security cover for ICCI premises and assets, ICC staff and visitors, and members of the public within ICCI premises. (see security contract for details)
- Monitor, maintain and increase the aesthetic value and beauty of the Centre including its natural environment. This includes gardening contract, waste management and pest control.
- Coordinate and provide all transport requirements of ICCI and ICCI sponsored events.
- Organising events and conferences
- Provide logistical support to the Centre’s activities, and provide office support services in order to ensure efficiency and effectiveness within the Administration.
- Assist the top Executive Team with preparing and managing the annual plan and Budget of the Organization.
- Prepare, monitor and maintain staff attendance, leave and holiday records,
- Assist with visa invitations, accommodation and the arrangement of transportation for Guests,
- Participate in planning and preparations for major events such as: Eid days, Open days, neighbourhood week, and so on when requested by EXECUTIVE TEAM.
- Manage the contacts database for the Centre ensuring all details are up to date. That includes creating strategy to follow up periodically with contacts to ensure details accurately remain updated.
- Health & Safety Roles
- Implement and review health & safety systems and procedures, update and maintain systems to ensure compliance with all regulatory requirements.
- To provide assistance to local managers with assessments and other practical requirements as necessary under H&S legislation.
- To assist in the operation, development and organisation of safety and health monitoring schemes, including written policies, record keeping and monitoring.
- To undertake incident investigations as necessary, record and report monthly accident/incident statistics to management.
- To liaise with all other Departments in relation to maintaining the fire safety systems as required by legislation.
- To monitor and assist in the control of On-Site Contractors.
- To liaise with internal and external Enforcing Authorities as required.
- To carry out regular H&S audits/inspections.
- To assist in staff safety training.
- To maintain suitable and sufficient records relating to all H&S matters.
- Training events’ organization and coordination (In coordination with EXECUTIVE TEAM)
- Preparation of an annual plan that includes a number of training courses and workshops targeting ICCI staff and that of other Muslim Organisation as well as the Community members. This should be done in consultation and coordination with the Management.
- Liaise and communicate with the trainers and speakers who are involved in the training events and making sure all travel and stay arrangements are made for them, including letters of invitation if required.
- Preparing a proposed list of invitees to the training events, get it approved by Management and sending invitations ensuring all other related preparations of the event are done in a timely fashion
Key skills required
- Discretion and trustworthiness
- Ability to work for more than one Executive
- Flexibility and adaptability
- Great Interpersonal skills
- Good oral and written communication skills
- Organisational skills and the ability to multitask
- The ability to be proactive and take the initiative
- Tact and diplomacy
- High computer literacy and knowledge of standard software packages
Benefits:
- Initial Gross Annual Salary: around €35k (Euros) per annum
- Health Insurance (€1,000 annual contribution from employer)
- Moving allowance
- Employers pension contribution that matches employee’s contribution
- Support with professional development and training
- Four weeks of annual holiday per annum and
- Annual pay rise
For more information about the Islamic Cultural Centre of Ireland, please click the link:
https://islamireland.ie/about/about-icci
If interested please send your CV to Ahmed Hasain Email: [email protected] Tel: 00353 1208 0000
