Accounts Payable

Join to apply for the Accounts Payable & Procurement Administration support role at Merchants Quay Ireland (MQI).

Job Title: Accounts Payable & Procurement Administration support

Reports to: Deputy Head of Finance & IT

About MQI
Merchants Quay Ireland (MQI) is a national voluntary organization that helps people who are homeless and those caught in addiction. MQI is registered for the charitable purpose of promoting health, and to provide the stepping-stones for every point of a man or woman's journey out of homelessness and addiction, and toward a drug free life. We provide services ranging from crisis intervention and health promotion services to day-support programmes, residential detox and rehabilitation, and prison-based counselling.

This is an exciting time to join MQI with the First Medically Supervised Injecting Facility (MSIF) in Ireland recently opened in December 2024.

The Team
The Finance & IT Department provides a range of financial services in support of MQI's primary mission. It is led by the Head of Finance & IT, supported by a Deputy Head and a team of 7 staff.

Role Summary
This vacancy is to primarily deliver end to end processing of the accounts payable, operation of the purchase order (PO) system and procurement administration. This person will be the primary contact point for engagement with vendors and staff on payment for goods and services, ensuring the practices reflect the process. Collaborating with colleagues charged with procurement to ensure sound administration supporting target compliance rates are achieved. The role will require a person who can proactively drive change, comfortable enhancing and streamlining processes to deliver optimal outcome, including introducing new technology. Additional duties will revolve around other administration tasks as well as analytics and metrics in supporting the function deliver on its business partnership approach for our colleagues across the organisation. There is opportunity for professional growth and development as part of a busy and dynamic Finance & IT team.

Principal Duties & Responsibilities

Accounts Payable

• End to end accounts payable from PO to supplier payment and vendor/creditor reconciliations
• Understanding and following payment and procurement procedures and related forms
• Effective communication with staff and vendors on queries relating to PO and Accounts Payable
• Ensure new vendor setup in line with established controls and PO/invoice/credit note processed in line with organisation approvals framework
• Independent & objective validation of all changes to Vendor/Payee bank details
• Monthly Creditor review to ensure accuracy and assist in creditors' accruals for month end accounts
• Provide training to staff on E-Workflow (invoice processing tool) and on POs with a compliance focus
• Complying with relevant legislation and regulations
• Assisting with year-end processes such as Creditor reconciliations and other required analysis
• Supporting the Annual Audit and any other audit/internal audit requests
• Supporting the Head and Deputy Head in all analysis requirements on POs, Procurement Administration and Vendor payments and processes

Procurement Administration

• Support team colleague charged with procurement
• Assist with procurement queries
• Provide administration support in the procurement and tendering process
• Update and support the management of the contracts for service register

General

• Providing other ad hoc administrative support to the Finance function as requested
• Assist in centralised ordering of supplies
• Assist with Bank lodgements, donation reconciliations and related tasks
• IT administration – onboarding and offboarding of staff
• Attendance at meetings internally or externally if requested
• Other administration tasks assigned to support the Team
• Comfortable with; identification of changes to processes & working practices; implementation of necessary changes; measurement of progress on change (metrics).

The successful candidate will have

• 3+ years experience in an Accounts Payable role in a mid to large organisation
• Understanding or experience of fundamentals of Procurement an advantage
• Demonstrated understanding of Purchase Order system
• Strong IT Skills - excellent knowledge of Microsoft Excel, Word and Standard Accounting Software packages
• Attention to detail; numerical ability and data entry skills
• Excellent communication and interpersonal skills
• Agile approach to tasks, ability to work on own initiative and deliver to deadlines
• Customer service focus
• An interest in working in the not-for-profit sector

What does Merchants Quay Ireland offer as an employer?

• Fulfilling and challenging work
• Competitive Salaries
• Hybrid working arrangements on successful completion of induction period
• Minimum 23 days Annual Leave
• Sick Pay Scheme
• Defined Contribution Pension Scheme (after 6 months)
• Death In Service (from commencement of employment)
• Line Management Supervision
• Learning and Development Programme
• Employee Assistance Programme (EAP) Health & Wellness Program

Hours: 37.5hrs per week.

Salary: €42,505 - €47,265 (DOE)

Contract Type: Contract of Enduring Duration

Office Location: 24 Merchants Court, Merchants Quay, Dublin 8

Additional notes: Management reserves the right to amend or change this job description as required. MQI is an equal opportunities employer. This Position is subject to Garda Clearance.

Application deadline: If you are interested in this position, please apply by 26 September 2025.