Administrative and Grants Assistant At SEED Madagascar

About the Organisation

SEED Madagascar 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, including data entry, inputting new donations, 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 a 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, 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
• Liaise with the team in Madagascar to support the purchase of equipment in the UK
• 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
• Demonstratable 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 multi-task, 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 organizational skills and the ability to balance multiple competing priorities.
• 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 customer relationship management (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.