Programme Administrator

**This is an initial 6-month contract, which can become permanent**

1. The purpose of the job is to ensure that the programme admin functioning of the Foundation is effectively managed.

2. This is a programme support appointment that reports to the Foundation’s Grants Manager and assists in the achievement of successful programme processes.

3. The Programme Administrator will be responsible for programme administration support

**General attributes required**:
4. The Programme Administrator should have a degree in a relevant discipline and a minimum of 10 years experience in administration

5. The Programme Administrator should have good administrative, writing and coordination skills

6. Experience in working successfully as part of a small team is essential.

**Specific attributes required**:
7. The Programme Administrator should ideally have a background in providing admin support to an office involved in the not-for-profit sector.

8. The Programme Administrator should have experience writing internal documents and in taking minutes of internal meetings

9. A logical, systems approach to administration is a key requirement of this position.

10. The Programme Administrator should demonstrate flexibility, tenacity, perseverance and determination to carry out tasks assigned.

11. The Programme Administrator should work well under pressure and should be a problem solver.

**B. Job Description**

**Job title**:
Programme Administrator (PA)

**Reports to**:
Grants Manager

**Purpose of the job**:
The purpose of this position is to provide administration support to programme work. This includes, but not limited to:

- Coordinating all grantee meetings, workshops, convenings, and brown bag sessions.
- Providing admin support to programme team, including coordinating meetings, schedules etc
- Providing admin liaison between office and grantees (as requested by programme team)
- Ensuring regular website updates
- Schedule and organise programme visits by liaising with grantees and programme staff.
- Following up on late monitoring reports
- File all visit related documentation and reports.
- Scheduling programme visits as discussed and agreed by programme team and grantees.
- All filing done within one week.

**Coordination of RAITH/ partner events**:

- Set up dates for programme support activities including convenings, seminars and exchange sessions with grantees for inclusion in the office calendar.
- Coordination of programme convenings, workshops, meetings, brown bags and other events.
- Organise the venue and catering
- Collect information on travel needs (flights, shuttles, accommodation) and forward this to the Admin Assistant for bookings
- File all documents relating to meetings, and upload reports of convenings and workshops on the intranet.

Events/meeting arrangements are organised efficiently and according to all requirements.

**Grantee communication**:

- Disseminate general correspondence to grantee as per instruction of GM
- Manage grantee responses where necessary
- Provide grantees’ external auditors with accurate records of grant releases for the relevant time period
- Communication is sent timeously to grantee
- Records of responses accurately recorded
- Grantees’ auditors are provided with the relevant information as requested.

**Programme related contracts**:
Prepare draft RAITH contracts with grantees and arrange for signatures
- Draft Grant contracts in consultation with GM
- Prepare any other grantee contracts
- Draft commissioned research contracts in consultation with GM and maintain a schedule of payments.
- Ensure that contracts are signed off by GM, signed by ED/grantee and filed
- Accurate contracts are drafted as per board decision,
- Accurate grantee contracts are drafted as per grantee/consultants proposals
- Accurate contracts are drafted and approved by the ED and updated funding schedules of research contracts are presented at meetings

File all important programme and grant related communication and documents.

Programme filing is up to date and accurate.

Maintain internship database in excel or on appropriate system

Complete history of RAITH’s interns is maintained

Maintain projects funded spreadsheet (in project file) by: updating list with new grantee information, objective of work funded, PBO classification, date approved and date paid for review by the PO.

An accurate spreadsheet is maintained.

**Fluxx admin**:

- Produce reports from Fluxx monthly for contract compliance
- Produce reports from Fluxx monthly on follow up actions from grantees and the office in monitoring visits
- Follow up compliance defaulters as per agreement at programme team meetings
- Manage grantee contact list on Fluxx
- Update list when grants close on Fluxx
- Delete staffing template on Fluxx
- Report at the monthly programme meetings
- Improved grantee compliance and follow up
- Improved follow up from the office
- Accurate partners list is available on a quarterly basis
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