Finance Administrator

On behalf of my public sector client, I am recruiting for 3 Finance Support roles.

Hours of work: 35 hours per week

Contract Length: 6 months

Rate of pay: 23.67 per hour

Place of work: Hybrid work model (2 days in office in Galway City, 3 days from home)

Key Responsibilities

Grant Payment Processing & Tracking

• Receive and acknowledge grant payment claims
• Complete claim documentation checklist
• Follow up with claimants to resolve missing information or documentation
• Confirm all expenditure is eligible and complaint
• Keep tracking systems updated on grant progress
• Maintain organised claim files
• Deliver clear, accurate updates and feedback
• Review grant agreements and offer guidance where needed; Flag issues or risks
• Coordinate monthly with internal and external stakeholders to support and report on projections and accruals
• Prepare accruals, prepayments, and journal recodes for entry

Accounts Payable

• Verify purchase invoices against goods received notes
• Check supplier invoices and credit notes for accuracy, contacting suppliers to resolve discrepancies
• Register and process invoices and credit notes
• Assess supplier invoices for withholding tax applicability and update systems accordingly, ensuring correct VAT treatment
• Prepare and submit bimonthly VAT returns via ROS
• Review the Aged Creditors listing weekly and resolve outstanding items

Accounts Receivable

• Support procurement card processing, ensuring monthly charges are verified
• Check invoices from business units for accuracy and confirm service delivery
• Return incorrect invoices and follow up to ensure resolution
• Issue client invoices and notify relevant business units
• Track unapproved registered invoices and follow up for sign-off
• Train colleagues on invoice registration procedures
• Process credit notes
• Provide general support across accounts receivable functions

Budget Support

• Monitor daily spend against forecasts and report on monthly budget variances
• Track project-level spending
• Liaise with stakeholders on variances and financial oversight
• Advise staff on best practices for budget codes, processing, and balances
• Enter budget data and journals as required
• Load approved budget allocations for active projects
• Participate in periodic budget review meetings
• Reconcile budgets

Relationship Management

• Build and sustain strong working relationships with internal colleagues
• Proactively identify and resolve stakeholder concerns
• Raise potential relationship risks early for effective management
• Meet with grantees to advise on claims process requirements

General Administration

• Ensure compliance with organizational policies and procedures
• Raise purchase orders, goods received notes, and payment requests
• Compile statistics for quarterly reporting
• Support ongoing development of the grant management and finance systems
• Identify opportunities for process improvement

Perform additional duties as required, contributing fully as a member of the Finance Team on various projects.

Requirements:

• A Professional Finance/Accounting Qualification (minimum Level 6 under the QQI Framework) in a finance / business discipline is essential
• Minimum of 2 years’ experience working in a finance role.
• Strong Microsoft Office skills (Excel, Word, Outlook)
• Teamwork
• Communication and relationship management
• Planning and organisation skills
• Excellent time management and an ability to prioritise, schedule, plan, and manage multiple tasks
• Ability to maintain strict confidentiality.
• Attention to detail and an eye for accuracy

Desirable

• Accounting Technician or part qualified accountant
• Experience using computerised financial systems
• Experience reviewing and processing grants
• Knowledge of online banking
• An understanding of public sector financial practices

Recruiter: Amee Mullen