Administrative and Grants Assistant | London, United Kingdom

SEED Madagascar (SEED) is a British Charity working in partnership with communities in southeast Madagascar. We integrate high quality community health, WASH, rural livelihoods, education, and conservation programmes to support long term, sustainable change and add to international best practice through research and publication across all of our programmatic areas.

Position Overview

To support SEED’s operational and financial growth, the Administrative and Grants Assistant will be responsible for providing, professional, efficient, and effective administrative support to the Partnerships and Programmes Manager and Managing Director. The Administrative and Grants Assistant will assist and coordinate a variety of tasks including management of our Customer Relationship Management (CRM) system, grant and financial administration, donor compliance, and general support to the Managing Director. We are looking for someone who is able to build good relationships with the small UK-based team and effectively and efficiently deal with a comprehensive range of fast-paced tasks related to the complex world of development work.

Contract type: Part-time (21 hours per week, allocation negotiable)

Timeframe: Permanent (with 3 month probation period)

Location: Remote

Reporting to: Partnerships and Programmes Manager

Salary: £22,500 per annum pro rata (£13,500)

Duties and Responsibilities

- Oversee the daily maintenance and management of SEED’s CRM, and task management software.

- Review grant agreements and enter data into relevant databases.

- Support management of fundraising platforms.

- Support meeting preparation with prospective donors and partners and take meeting minutes as required.

- Draft donors communications and updates to foster donor retention.

- Liaise with the Programmes Team to ensure specific donor requests are met.

- Support the coordination of audits.

- Support the donor searching process.

- Coordinate the preparation of timely and quality funding applications and reports.

- Support Partnerships and Programmes Manager to update guidance, support, and training documents.

- Support organisation-wide onboarding and UK recruitment processes.

- Support the development of SEED’s trustees’ reports and annual reports.

- Maintain and organise SEED’s Shared Drive.

- Delegate tasks to the team of UK interns.

- Support the Managing Director with Trustee facing tasks.

- Research best practice to support the development of procedures.

- Liaise with the team in Madagascar to support the purchase of equipment.

- Support the Managing Director with monthly financial reconciliations and contributions.

- Any other tasks commensurate with the role as required.

Person Specification

- Minimum 3-years of related work experience.

- One-year of related work experience in the non-profit sector is desirable.

- Knowledge of grant management and donor compliance.

- Passion and keen interest in SEED Madagascar’s core programmatic areas (community health, WASH, rural livelihoods, conservation, and education).

- You are organized, able to balance multiple competing priorities, and enjoy working independently and as part of a team.

- Strong written and verbal communication skills; you are excellent at communicating and coordinating with people from various backgrounds.

- Sound judgment, tact, and the ability to handle confidential and sensitive material with discretion.

- Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint; familiarity with Google Drive essential.

- Experience with CRM and task management software desirable.

- You are flexible and patient.

- You have excellent problem-solving skills.

- Fluent in English to a high standard. Basic working knowledge of French is desirable.

- Able to work to and advocate for all of SEEDs policies and procedures, working within SEEDs Code of Conduct, safeguarding those that SEED works with and reporting any concerns appropriately.

- Passion, curiosity, and motivation for the job and the ability to enthuse others.

- An understanding of, and commitment to, SEED’s ethos and approach and be a good ambassador for the organisation at all times.

- Be punctual and be able to work to tight deadlines in an organised manner and to a high standard

Practicalities

The successful candidate will need to be equipped with their own laptop computer (non-tablet). Consumables to be replaced by SEED if necessary.

Application Procedure

Interested applicants should send a CV and covering letter outlining how their skills and experience match the requirements in the job description criteria to Partnerships and Programmes Manager, Melissa Hornby, at projects@seedmadagascar.org.

Applications deadline: 8th January 2023.

Long-listed applicants will receive a skill-based exercise to complete. Short-listed applicants will then be offered a formal interview with the London team.

SEED actively encourages equality, diversity, and inclusion in the workplace and aims to create a working environment free of bullying, harassment, victimisation, and unlawful discrimination, where individual differences and the contributions of all staff are recognised and valued.