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					                                  The Marine Institute

                                     Job Description
Position:                   OSS Project Clerical Administrator
Grade:                      Clerical Administrator
Contract:                   Temporary Contract on a specified purpose basis for a
                            maximum duration of three years
Service Group :             Ocean Science Services
Location:                   Rinville, Oranmore, Co. Galway

Brief Description of the Marine Institute

The Marine Institute is a non-commercial semi-state body, which was formally
established by Statute (Marine Institute Act, 1991) in October 1992.
Under the Act the Marine Institute was given responsibility:

“To undertake, to co-ordinate, to promote and to assist in marine research and
development and to provide such services related to marine research and
development, that in the opinion of the Institute will promote economic development
and create employment and protect the marine environment.”

The Institute works in conjunction with the Department of Agriculture, Fisheries and
Food, other Government Departments, semi-state agencies and various national and
international marine based bodies.
Ocean Science Services (OSS) :

Ocean Science Services underpins marine research programmes by providing
efficient and cost effective services, which facilitate and add value to marine
research activities. Within Ocean Science Services there are three sections:

    (A) Research Vessel Operations (RVOps) responsible for the management of
        the Research Vessels Celtic Explorer and Celtic Voyager. RVOps provide
        significant instrumentation and scientific support services nationally and
    (B) Advanced Mapping Services (AMS) providing the operational facilities and
        personnel to support the INFOMAR Integrated Resource Mapping
        Programme, and other national and international programmes.
    (C) Oceanographic Services (OS), providing comprehensive oceanographic
        services underpinning many national and international programmes.

The Working Environment

The position will be based at the Marine Institute, Rinville, Oranmore, Co. Galway,
working as the clerical administrator in support of a variety of OSS Projects.
Occasional travel may be required for the purpose of meeting attendance.

When absent from home and place of work on duty, you will be paid appropriate
Job Description – OSS Project Clerical Administrator
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travelling expenses and subsistence allowances. Before any motor travel is
undertaken for business purposes you will be required to carry an indemnity clause
in your Certificate of Insurance for business use.

Description of the Position

The OSS Project Clerical Administrator will support the OSS Programme Managers
and their teams to provide an efficient and effective administration service for a
variety of primarily EU funded projects. For the purposes of this contract, the
successful candidate will report to the OS Manager.

The successful applicant will support the Project team in providing budget tracking
and reporting, work progress tracking, meeting coordination and record keeping for
the projects. Consequently the successful applicant will need to demonstrate
excellent communications and organisational skills together with a proven track
record in general office administration.

The administrative function will apply to current and future projects including:
ARCOPOL, EasyCo, EMSO, ESONET, EuroARGO, Eurofleets, INIS Hydro, MESH

Principal Tasks

The OSS Programme Clerical Administrator will be required to undertake the
      Support the Administrative Assistants, Team Leads and Managers with the
        monitoring and reporting on budget and expenditure, including consolidation
        of reports originating from the MI financial system.
      Apply effective methods for tracking daily accounting records for the
        Research Programmes, both hard and soft copy.
      Assist with the maintenance and updating of research personnel timesheets.
      Assist with drafting and collation of INTERREG and FP7 financial reports.
      Assist with drafting and circulation of Research Programme interim and
        annual progress reports.
      Acting as a point of contact for general enquiries relating to the Research
      Assist with and support the maintenance and update of relevant research
        information on appropriate websites e.g. ( / .
      Provide clerical support at Research Project meetings as required.
      Support Team Leaders and Managers with preparation of publicity material in
        conjunction with the Communications officers of the Marine Institute and
        routing of press enquiries.
      Assist with the organisation of meetings, workshops, and conferences;
        including the drafting and circulation of minutes, action logs and reports.
      Support communications with third parties such as agencies, 3 level

        education bodies and commercial companies on possible synergies and/or
        programme workshops.
      Assist the team with the review and quality control of publicity material and
      Any other duties assigned from time to time appropriate to the position and

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Contacts & Liaison Required in the Performance of Duties

Within the Marine Institute:
    Director, Ocean Science Services.
    Manager, Advanced Mapping Services.
    Manager, Oceanographic Services.
    Ocean Science Services Research Programme Managers.
    MI Employees and Internal Managers.


     Project partners and staff as required.


Although it is anticipated that the successful candidate will have experience in many
of the relevant areas, training will be provided as required in conjunction with the
Marine Institute Performance Management and Development System.

Education, Professional and Technical Qualifications, Knowledge, Skills,
Aptitude, Experience and Training

    At least 3 years relevant work experience in a busy environment.
    Proven relevant experience supporting budgetary management.
    Strong clerical and administrative skills to include typing, diary management,
      meeting coordination etc.
    Proven organisation skills.
    High levels of proficiency in all aspects of Microsoft Office (Word, Excel &
    Excellent verbal and written communications skills.
    Demonstrated experience of assisting with the drafting of reports.
    Experience in formatting and layout of documents for publication
      / dissemination.
    A proven ability to manage time effectively and prioritise to meet multiple
    Experience supporting multiple projects or teams.
    Experience in a customer service environment.


      A third level or post school qualification in a relevant subject.
      Familiarity or working knowledge of the Marine sector.
      Familiarity with Web Site management including HTML.
      Experience working in a scientific environment.
      Experience with financial management software packages such as Navision.
      Familiarity with public procurement procedures and guidelines.
      Familiarity with research processes and techniques.
      A full clean driving licence and own transport.

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Special Personal Attributes Required

    Strong interpersonal skills.
    Ability to work well with others, both internally and externally and across all
      levels of an organisation.
    Ability to work as part of a team.
    Ability to work without supervision and on one’s own initiative.
    Flexible, industrious, decisive and organised.
    Performance oriented and able to work to delivery of agreed targets.

Reporting Structure

The successful applicant will report to the Oceanographic Services Manager, of the
Marine Institute.


Remuneration is in accordance with the Marine Institute Clerical Administrator
contributory salary scale of as approved by the Department of Finance with a starting
salary of €23,177 per annum, pro rated with time worked. While this temporary
position does not include membership of the Marine Institute Pension Schemes, the
salary has been adjusted to include an amount to be used for pension purposes. The
Marine Institute has an established PRSA scheme.

Annual Leave

Annual leave entitlement for a Clerical Administrator is 20 working days per annum
pro-rated to reflect time worked. Annual leave entitlements are exclusive of Public

Duration of Contract

The contract will be issued on a specified purpose basis for up to a maximum
duration of three years, subject to funding with a 6 month probationary period.

How to Apply

A CV and letter of application should be posted to Human Resources, Marine
Institute, Rinville, Oranmore, Galway or sent via email to
Applicants will be short-listed on the basis of the information contained in their letter
of application and CV. Please ensure that applications for this opportunity use the
reference MI-OSS/ CA - Admin - Feb 2010.

The closing date for all applications is Thursday 25th February 2010 at 4pm.
Late applications will not be accepted. It is the responsibility of candidates to
ensure that their application is received on time. Interviews will be held on Thursday
4th March 2010. It is the responsibility of applicants to make themselves available
for interview on the allotted date.

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