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Accounts Assistant -Research Contracts Administrator

AOT-3A Accounts Assistant -Research Contracts Administrator

Contracts: Full Time/Fixed Term

Due to continued expansion an opportunity has arisen in the Tyndall National Institute for a Research Contracts Administrator to manage existing and new research funding awards covering competitively funded programs such as the Disruptive Technologies Innovation Fund (DTIF) and a variety of EU-ERDF and EU-Horizon 2020 funded projects. The Research Contracts Administrator will coordinate and submit relevant proposals and will assist researchers and partner organizations with the preparation of contract negotiations and post award project implementation and financial management of funded awards.

Reporting to the Finance Manager the Research Contracts Administrator is responsible and accountable for all aspects of the relevant award administration and works directly with the Principal Investigators throughout all financial administration phases of a Research project.

This role provides comprehensive analytical, financial and administrative services directly to Project Managers for Pre-Award and Post-Award contract and grant management.

As a subject matter expert the role supports the administration of a variety of research projects and funding sources as well as the related proposal preparation process.

Key Responsibilities

Pre-Award & Post-Award Management:

  • To provide advice and assistance to Tyndall’s Research staff and Management on all aspects of relevant DTIF/EU projects (financial and administration).
  • To identify, communicate and co-ordinate relevant funding calls as applicable
  • To develop a strong working knowledge of all DTIF, EU ERDF & EU Horizon 2020 financial guidelines, documents, proposal call deadlines and submission systems.
  • To develop strong working relations and contacts internally and externally with Program Managers, Commercialisation Specialists and the Contracts Unit in Enterprise Ireland (for DTIF awards) and/or the EU Project Office.
  • To manage and coordinate all aspects of relevant DTIF/EU research proposals, administration and submission.
  • To meet with Principal Investigators to prepare financial costings, update budget templates and review overall costs as may be applicable.
  • To review final proposal submissions ensuring all financial details are complete, accurate and in compliance with relevant funding guidelines.
  • Liaising with the Finance Manager and Chief Operations Officer in relation to the internal sign-off process.
  • Dealing with internal and external queries in relation to the submission process.
  • Submission of all proposals to the relevant funding agency in an efficient manner prior to call deadline.
  • To identify and develop new approaches to improve the efficiency of processes, procedures and systems within the role.
  • To meet with the Finance Manager on a frequent basis concerning the administration and development of the section.
  • To efficiently manage post award administration including assisting project managers with external funding agency, industry partner and other RPO queries during the project set-up phase, co-ordinate revisions and submissions, contract management paperwork, internal charge code sourcing and communication.
  • To work with the Office of Technology Transfer and Office of Corporate and Legal Affairs on the Intellectual Property Element of contracts, including Heads of Agreement/ Partnership agreements with Industry Partners where applicable.
  • To co-ordinate legal contracts sign-off process with the funding agency and internal senior management.
  • To work with UCC Agresso Support Team and Research Grants office in the opening of new project accounts.
  • To develop, amend and implement procedures to ensure that adequate controls are in place and operating effectively at all times in line with financial terms and conditions of research contracts.
  • To ensure that all research expenditure is incurred in line with Tyndall/UCC policies.
  • To ensure that Tyndall/UCC achieves a clean audit of any research projects carried out by the Funding Bodies or their Agents.
  • To proactively manage the financial administrative aspects of each contract, including monthly variance monitoring of expenditure against budget, cost statement preparation and submission, consolidation of cost claims, expenditure analysis, periodic and end of project reconciliations.
  • To maintain strict confidentiality and discretion on all salary & employment contact details.
  • To efficiently respond to financial administration queries from funding agencies and project managers on a timely basis during preparation of and following submission of interim and final financial reports.
  • To prepare and manage administrative aspects of relevant claims, including preparation of detailed claim file(s) and expenditure analysis.

Audit management:

  • To manage the planning and preparation of financial audits as well as liaising with and responding to external auditor requirements in advance and while on-site.
  • To develop appropriate guidelines and safeguards, to ensure compliance with internal and external auditing.
  • Collaborate with other UCC departments (Payroll & Finance Office) prior to and during audit.

Additional Responsibilities:

  • To monitor and report via the monthly reports on-going research proposal call activities and communicate to management and staff funded proposals as results are released.
  • To support the Assistant Accountant and Finance Manager as required on other duties such as fixed asset management, journal processing, account reconciliations and other areas as may be assigned from time to time.
  • To manage and implement compliance with specific audit requirements within Tyndall Quality Management system ISO 9001.
  • To ensure all activities are compliant with the required Health and Safety standards.
  • To carry out any additional duties as may reasonably be required within the general scope and level of the post as outlined by the Finance Manager

Essential Criteria

  • Relevant Educational Qualifications
  • Demonstrate excellent IT skills and in particular proficiency with MS Excel, Word and PowerPoint
  • Minimum of 5 years’ experience in a comparable role and ideally in a finance function.
  • Knowledge of funded research programmes with experience of related financial guidelines, reporting and audit requirements.
  • Experience with financial reporting applications (eg Unit 4 Agresso)
  • Experience with budget preparation, costings and contract co-ordination

Desirable Criteria                                   

  • Demonstrate the ability to work effectively when under pressure and on own initiative so as to adhere to multiple deadlines.
  • Demonstrate strong analytical skills and attention to detail. 
  • Demonstrate excellent interpersonal skills as the role requires the post holder to have widespread interaction and create relationships with senior personnel both inside and outside Tyndall.
  • Confidentiality and discretion is an integral part of the job.
  • Professional, motivated, a good communicator and flexible in approach to work.
  • Proven ability to work independently, as part of a team, and ability to interact with stakeholders from a range of disciplines.
  • Excellent organisational and time management skills with an eye for detail

Appointment may be made on the Grade 5, Scale B (€42,404- €52,256).  Salary placement on appointment will be in accordance with public sector pay policy.

Closing Date for applications is 5pm on 31st January, 2020.

Application Instructions

Step 1 - Click here to download and complete the application form and indicate AOT-3A as Job Reference

Step 2 - Return completed application form, together with your CV and motivation letter to

Handwritten forms will not be accepted. 

For an information package including full details of the post, selection criteria and application process click here.

The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

Please note that Garda vetting and/or an international police clearance check may form part of the selection process.

The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

Please note that an appointment to posts advertised will be dependent on University approval, together with the terms of the employment control framework for the higher education sector.

At this time, Tyndall National Institute does not require the assistance of recruitment agencies.