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Programme Coordinator, Women's Empowerment and Grant Management

2 months ago

London, Greater London, United Kingdom Oak Foundation Full time
Job Description

Job Title: Programme Coordinator, Women's Empowerment and Grant Management

Job Summary:

Oak Foundation is seeking a highly skilled and experienced Programme Coordinator to join our team in London. The successful candidate will provide administrative support to the Trustees and Programme Team, manage a portfolio of grants, and contribute to the implementation of our strategy.

Key Responsibilities:

  • Process discretionary grants for Trustees by liaising with organisations, collecting necessary documentation, and coordinating with the Oak grant management team.
  • Assist Trustees with external contacts, including prioritising correspondence and phone inquiries, drafting responses as necessary, and managing workflow emerging from these contacts.
  • Schedule and coordinate Trustee appointments, meetings, and travel itineraries, including the preparation of background materials, arranging meetings and events, and ensuring appropriate follow-up of decisions and agreements.
  • Support the Issues Affecting Women Programme team (approximately 70%).
  • Master grant-making tools, especially the grant management system (i.e. database) to facilitate team management of the grant-making process.
  • Scheduling: Manage the Director's and team's schedule and movements, including coordinating all activities, arranging meetings, and coordinating travel.
  • Maintain overall team calendar for planning purposes.
  • Administration: Provide administrative support to the team (and office when requested): organise and maintain files, submit expenses, and log documents with response deadlines.
  • Events planning: Coordinate team training activities and meetings including: organising invitations to participants and room set up (table, chairs, flipcharts, video equipment); providing video call information.
  • Perform reception duties by meeting and greeting visitors for the Trustees and the IAWP programme.
  • Set up the office for newcomers in IAWP team: arranging desks, IT devices, and stationary etc.
  • Act as back up to others in the London office for office management tasks (i.e., performing reception duties, liaising with office concierge, and setting up offices for newcomers, etc).

Requirements:

  • Advanced fluency / first-language level knowledge of English, additional languages a plus.
  • Polyvalent, enjoy working on multiple projects, and able to juggle competing priorities.
  • Ability to manage and adapt to rapidly evolving communication and document management technologies.
  • Experience with database programmes, and proficient in Microsoft Office Suite.
  • Your interest in issues affecting women.

What We Offer:

Oak Foundation is committed to safeguarding and promoting the welfare of children, as detailed in our child safeguarding policy.