Development Administrative Assistant at Blue Ventures

Summary job description

We are currently recruiting an administrative assistant to support our Donor Stewardship team to ensure effective grant management and fundraising delivery. This is an exciting opportunity to join an ambitious and growing team in a support function. Reporting to the Global Project Development Manager, this is a full-time role on a one-year fixed-term contract. The role will require working closely with overseas colleagues.

The successful candidate will be a motivated, proactive, and highly organised individual with excellent knowledge of administrative systems. You will demonstrate a proven track record through employment and/or volunteer experience of prioritisation, multi-tasking, flexibility, adaptability, and exceptional oral and written communication skills. You will thrive in dynamic, fast-paced, and ambitious environments and ideally have a proven track record in communicating effectively and professionally and managing competing priorities to meet deadlines reliably.

We are looking for an individual who is open to new ideas, embraces innovation, and can demonstrate experience building effective working relationships. Applications will be assessed based on candidates’ alignment with BV’s core values and mission to support human rights-based approaches to marine conservation and fisheries management.

Responsibilities
Administration:

• Supporting the team with administrative tasks, including organising meetings and keeping filing systems up to date
• Auditing/cleansing and systematising team documentation
• Creating templates for the Donor Stewardship team and keeping them up-to-date Supporting with meeting minutes and agenda development
• Regularly tracking funding opportunities (including on the UG System for Award
• Management) from subscription platforms and maintaining a pipeline of prospects Logistic support for travel and funder visits
• Supporting the team budget monitoring (tracking expenses, reconciling costs, raising PRs and POs)
• Keeping the grant management system, Salesforce, up to date, including ensuring all grant documentation is stored and updated in relevant systems
• Creating Salesforce reports as and when required by grant managers/leads and Heads of Running learning sessions for the Donor Stewardship team/maintaining the Donor
• Stewardship lessons learned log.
• Sharing ideas, information and learning to contribute to fundraising and grant management processes and protocols and to support broader learning with donors

Communications:

• Supporting with logistics and preparation for donor events, including webinars and donor calls
• Working with the Communications team on key donor outputs (e.g. maps for proposals, updates for quarterly organisation-wide events)
• Managing team posts on internal communication platforms

Culture:

• Promoting a culture of high performance and continuous improvement that values learning and a commitment to quality
• Upholding and promoting BV’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve
• Nurturing a positive and productive work environment which is free from harassment and bullying
• Ensuring that all organisational activities are consistently performed under the principles of equity, fairness, inclusiveness and respect for the diversity of people
• Please note that this job description is not intended to be an exhaustive list of duties and responsibilities.

Skills and experience
Required

• Excellent oral and written communication skills
• Fluency in written and spoken English
• Excellent time management and organisational skills
• Strong interpersonal skills and ability to relate to and work effectively with
• individuals from a wide range of backgrounds and cultures at all levels
• Excellent knowledge of G Suite products, MS Office, and Google Apps
• Ability to prioritise tasks and manage a busy workload
• Excellent attention to detail and accurate record-keeping
• Ability to convey messages clearly in presentations, meetings and written form
• An ability to marshall resources and continually improve systems and processes

Desirable

• Excellent skills in communication of information to a diverse range of stakeholders
• Knowledge of customer relationship management tools, such as Salesforce
• Experience in the small-scale fisheries, marine conservation, or rural development sectors.
• Competency in French/Portuguese/kiSwahili/Bahasa/Malagasy.