EU Project Administrator

QUALIFICATIONS

Character:

Each candidate must be of good character.

Health:

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Citizenship:

Candidates must, by the date of any job offer, be:

a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

b) A citizen of the United Kingdom (UK); or

c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa or

e) A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or

f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

Education, Experience etc.

Candidates for the role should demonstrate the following requirements:

➢ At least 2 years’ experience in an administration role

➢ Proficiency in MS Word, Excel and Powerpoint

➢ Good writing skills and attention to detail

➢ Experience in MS Teams/Online Meeting Software

➢ Experience of developing and maintaining robust record keeping and filing systems

➢ Excellent organisational skills, ability to schedule tasks and meet ongoing deadlines

➢ Ability to work as part of a team and to use own initiative

➢ Excellent communications and interpersonal skills

It is desirable that the candidates have:

➢ A Degree in Business or a related subject

➢ Previous experience of EU co-funded projects or public sector projects

➢ Experience in projects with other regions and countries

Driving Licence:

Holders of the post must hold a full unendorsed driving licence for class B vehicles and shall drive a motor car in the course of their duties and for this purpose, provide and maintain a car to the satisfaction of the local authority.

If you are required to travel as part of your official duties, Carlow County Council as your employer must be indemnified on your insurance policy.

THE ROLE:

Carlow County Council is seeking a self-motivated, enthusiastic and experienced EU Project Administrator (analogous to the post of Assistant Staff Officer) to be responsible for EU project financial and administrative duties for a variety of EU Projects & Economic Development Projects.

The EU Project Co-ordinator will work as part of the wider Economic Development Unit across the Local Enterprise Office, Economic Development & EU Projects.

The EU Project Administrator will also provide general administrative and project support to the EU Project Co-ordinator and their manager.

The principal tasks of the EU Project Administrator will be to ensure high quality, timely and accurate reporting for the Carlow County Council series of EU Projects and providing associated support to meeting organization and project management facilitation.

The duties to be assigned include the following, although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

• Assume responsibility for the financial and administrative reporting requirements of EU-funded projects.

• Coordinate and support the delivery of activities across a range of EU-funded projects.

• Utilise Carlow County Council's internal systems to monitor and track project expenditure.

• Support accurate and timely project timesheet reporting to maximise eligible funding drawdown.

• Prepare for and assist with EU and Carlow County Council audits as required.

• Lead the organisation and administration of project meetings in Ireland and internationally.

• Manage travel arrangements and logistics associated with project activities and events.

• Provide administrative support to Economic Development projects and initiatives.

• Assist in the planning and delivery of Economic Development, EU Projects, and Local Enterprise Office events and activities.

• Support internal and external communications relating to projects and programme activities.

• Participate in and provide administrative support for international project actions and collaborations.

• Maintain and update a centralised SharePoint system, ensuring project documentation is accurate and accessible.

• Provide general administrative support to the EU Projects team and Section Manager.

• Undertake financial administration duties, including the creation of purchase orders, budget monitoring, and expenditure tracking.

• Record and distribute accurate minutes and action notes from meetings.

• Represent Carlow County Council at meetings, conferences, and project events, providing feedback and reports as required.

• Carry out any other duties appropriate to the role and grade as may be assigned from time to time.

COMPLETING A COMPETENCY BASED APPLICATION FORM

A Competency Based Application Form requires, you, as the candidate, to describe some of your personal achievements to date, to demonstrate certain competencies (necessary skills & qualities) required for the position you are applying for.

All question areas must be answered, as you will be questioned on all areas should you be called for interview.

You should describe situation(s) from your own experience, which you think is the best example(s) of what you have done which demonstrates the specific competency.

It is essential that you describe how you demonstrated the skill or quality in question.

The example(s) may be drawn from your experience in various settings, including employment, community, sporting or voluntary.

Please do not use the same example to illustrate your answer to more than two areas of competence.

Please note the interview board may look for additional examples of where you demonstrated the skills required for the post.

Key Competencies for the post have been identified as essential for the role of EU Project Administrator (24 Month Contract) as follows:

Thinking Style

✓ Problem solving

✓ Decision making

✓ Analytical skills

Delivering Results

✓ Organising and planning workloads

✓ Business planning & reporting

✓ Goal setting

✓ Budget management

✓ Achieving efficiencies

✓ Quality customer service

Interpersonal & People Orientation Skills

✓ Written and oral communications

✓ Persuading and influencing others

✓ Team-working

✓ Establishing and maintaining key internal and stakeholder relationships

✓ Dealing with conflict

Personal Effectiveness

✓ Resilience and Personal Well-Being

✓ Commitment to integrity & Public Service Values

✓ Personal Motivation

✓ Initiative and creativity

✓ Understanding the structures and environment within which the local authority sector operates

✓ Political awareness

PARTICULARS OF EMPLOYMENT

The Post:

The post is temporary wholetime and pensionable.

The post holder shall not engage in any gainful occupation, other than as an employee of a local authority, to such an extent as to impair the performance of his or her duties as an employee of a local authority or in any occupation which might conflict with the interests of the local authority, or which might be inconsistent with the discharge of his/her duties as a local authority employee.

Duties:

The duties of the office are to give to the local authority and

(a) to such other local authorities or bodies for which the Chief Executive, for the purposes of the City and County Management Acts, is Chief Executive, and

(b) to any other local authority or body with which an agreement has been made by the local authority or by any of the authorities or bodies mentioned in sub-paragraph (a) of this paragraph

under the general direction and control of the Chief Executive or of such other officer as the Chief Executive may from time to time determine, such appropriate professional/technical and ancillary services of an advisory, supervisory or executive nature as may be required by any local authority or body hereinbefore mentioned in the exercise and performance of any of its powers, functions and duties, including the duty of servicing all committees that may be established by any such local authority or body.

The holder of the office will, if required, act for an officer of a higher level.

Hours of Duty:

The working hours at present provide for a five day, thirty-five hours working week.

The working hours may be reviewed at any time and the Council reserves the right to vary the hours or days as required.

Carlow County Council operate a flexible time scheme with the earliest start time of 8.00 a.m. and latest start time of 10.00 a.m. and the earliest finishing time of 16.00p.m. and latest finishing time of 18.00p.m.

Lunch break consisting of a minimum of 30 minutes to a maximum of 2 hours must be taken between 12.30 p.m. and 14.30 p.m.

The Flexi Leave Scheme is available, on request.

The post requires flexibility in working outside of normal hours, including at weekends, as necessary.

As this position supports the delivery of EU-funded and international projects international travel will be a requirement of the role.

The postholder will be expected to travel within Ireland and abroad as necessary to attend project meetings, events, conferences, and other project-related activities.

There will be no additional remuneration in respect of such activities and Time in Lieu on a time for time basis will apply.

Overtime does not apply to this post.

All hours of work will be subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997 and the Organisation of Working Time Act (Regulations) 2001.

Probation:

Where persons who are not already permanent employees of a local authority are appointed, the following provisions shall apply:

(a) there shall be a period after such appointment takes effect during which such persons shall hold such position on probation,

(b) such period shall be one year, but the Chief Executive may at his or her discretion extend such period,

(c) such persons shall cease to hold such position at the end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory,

(d) the period at (a) above may be terminated on giving one week’s notice as per the Minimum Notice and Terms of Employment Acts,

(e) there will be assessments during the probationary period.

Officers who have already completed a probationary period with another Local Authority will not be obliged to serve probation with Carlow County Council.

Failure to perform satisfactorily during the twelve-month probationary period after the commencement of your contract will lead to early termination of the contract.

Remuneration:

The annual salary for the post of EU Project Administrator (24 Month Contract) is analogous to the post of Assistant Staff Officer in accordance with Circular Letter EL 04/2026 is as follows:

€36,474 - €38,622 - €41,672 – €43,673 – €45,425 – €47,120 – €49,406 - €51,063 - €52,761 - LSI1 €54,367 – LSI2 €56,015

Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circulars.

The starting pay for new entrants to the public service will be at the minimum of the scale.

The salary shall be fully inclusive and shall be as determined from time to time.

The rate of remuneration may be adjusted from time to time in line with Government pay policy.

The holder of the position shall pay to the Local Authority any fees or other monies (other than inclusive salary) payable to or received by such holder by virtue of the position or in respect of services, which are required by or under any enactment to perform.

Work Base:

The successful candidate will be based in the Economic Development Unit, Local Enterprise Office, Enterprise House, O’Brien Road, Carlow.

Carlow County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future.

Changes in location of employment will not result in payment of disturbance money or other compensation.

The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

Health:

For the purposes of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

Residence:

The holder of the office shall reside in the district in which his/her duties are to be performed or within a reasonable distance, thereof.

Annual Leave:

The current annual leave entitlement is 30 days.

The granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended).

Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

References:

Applicants are required to advise the names of two responsible persons to whom they are well known but not related (at least one of the referees should be an existing or former employer).

In advance of any offer of employment, Carlow County Council reserves the right to seek both written and verbal references from current and previous employers, educational institutions, or any other organisations with which the candidate has been associated.

The Council reserves the right to determine the merit, appropriateness and relevance of such references and referees.

Vetting:

Garda vetting is required for certain roles within Carlow County Council.

Failure to complete a Garda vetting form on request may prevent your employment with Carlow County Council.

In the event of an unsatisfactory Garda declaration being received Carlow County Council reserves the right not to commence employment.

In the event of an existing employee changing role as a result of promotion or otherwise to a role that requires Garda Vetting and an unsatisfactory disclosure being returned, Carlow County Council reserves the right to withhold promotion, and also to investigate if further sanction/disciplinary action is warranted on foot of disclosure on a case-by-case basis.

Use of Modern Technology:

The successful candidate will be required to use all equipment provided, including computers, handheld terminals, mobile telephone, electronic equipment, video or other monitoring equipment and any other new technology which may be introduced in the future.

Travel:

If you are required to travel as part of your official duties, Carlow County Council as your employer must be indemnified on your insurance policy.

Travelling expenses and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department Circulars and Carlow County Council’s Travel and Subsistence Policy.

If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.

Carlow County Council reserves the right to provide a van to enable you to carry out your duties.

The provision of a van will be at the discretion of the Chief Executive.

Health & Safety:

The holder of the post shall co-operate with the terms of Carlow County Council’s Safety Statement and Major Emergency Plan.

It is a condition of employment that the successful candidate will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post.

He/She shall familiarise him/herself with the safety rules and procedures and make proper use of all safety, clothing and equipment.

Failure to comply with the terms of the Safety Statement may result in a disciplinary action.

Training:

It is a condition of employment that successful candidates will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post and to attend all mandatory training.

Superannuation & Retirement:

Superannuation

If you are pensionable under the Local Government (Superannuation) (Consolidation) Scheme 1998 and are liable to pay Class A PRSI contributions, you would be required in respect of superannuation to make contributions at the rate of 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children) plus 1.5% of full pensionable remuneration.

You are required in respect of spouses’ and children’s pension benefit to contribute at the rate of 1.5% of full pensionable remuneration in accordance with the terms of schemes made under the Local Government (Superannuation) (Consolidation) Scheme 1998.

Maximum retirement age is 70.

If the Public Service Superannuation (Miscellaneous Provisions) Act 2004 applies to your employment, 65 is the minimum age at which your pension may be paid.

As a new entrant to the public service, under the terms of this legislation you will not be required to retire on grounds of age.

Persons who become pensionable officers of a local authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 5% of their pensionable remuneration.

You may also be required to pay Spouses and Children/ Widows and Orphans contributions at the rate of 1.5% of gross pay.

Maximum retirement age is 70.

Persons who become pensionable staff of a local authority for the first time on or after 01 January 2013 are assigned to the Single Public Service Pension Scheme with effect from the date of appointment.

The scheme is contributory and provides pension, retirement gratuity, death gratuity and survivors benefits.

If you are pensionable under the Public Service Pensions (Single Scheme and other provisions) Act 2012, you are liable to pay the Class A rate of PRSI contribution.

You are required to pay contributions as follows: 3% of gross remuneration and 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children).

The minimum age at which you may retire is allied with the State Contributory Pension age (currently 66, rising to 67 in 2021 and 68 in 2028).

The maximum retirement age is 70.

To qualify for a pension the successful candidate must have served a minimum of two years employment in a local authority.

You are reminded that under this agreement the Council may refer you to a medical advisor at any time to determine fitness for carrying out the duties to which you have been assigned.

Further information is available from the Human Resources Department.