Administrative & Grants Assistant

at SEED Madagascar
Published January 25, 2023
Location London, United Kingdom
Category Administration  
Job Type Full Time  
Working Hours 21 hours per week
Base Salary £ 22,500
Salary Units Year


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.

Duties and Responsibilities

Oversee the daily maintenance and management of SEED’s CRM and task management software, including data entry, inputting new donations, and admin support.
Reviewing grant agreements and entering data into relevant software and databases.
Support management of fundraising platforms.
Support the preparation process for meetings with prospective donors and partners.
Draft donors communications.
Liaise with the team in Madagascar to ensure specific donor requests are met.
Support the coordination of audits.
Liaise with the team in Madagascar to draft project updates to foster donor retention.
Support the donor searching process.
Coordinate the preparation of timely and quality funding applications and reports and ensure the programmes team have all relevant information and resources required to complete the application.
Support Partnerships and Programmes Manager to update guidance, templates, and trainings.
Work with the Programmes team to ensure trackers are up-to-date and accurate.
Support organisation-wide onboarding and UK recruitment processes.
Support the development of SEED’s quarterly trustees’ reports and annual reports.
Maintain and organise SEEDs Shared Drive.
Take meeting minutes as required.
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.

Person Specification

Minimum 3-years of related work experience.
Demonstrable 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).
Be punctual and be able to work to tight deadlines in an organised manner and to a high standard.
Fluent in English to a high standard.
You are organised, able to multitask, and enjoy working independently and as part of a team.
Excellent written and verbal communication skills; you are excellent at communicating and coordinating with people from various backgrounds.
Strong organisational skills and the ability to balance multiple competing priorities.
Sound judgement, 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 is essential.

You have excellent problem-solving skills
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.
One-year of related work experience in the non-profit sector is desirable.
Basic working knowledge of French is desirable.

Interested applicants should send a CV and covering letter in English outlining how their skills and experience match the requirements in the job description criteria to Partnerships and Programmes Manager, Melissa Hornby, by email.

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