The opportunity
In
an early-stage organisation, coordination is mission-critical. This role is for
someone who loves bringing order to complexity, keeping people on track, and
making sure partners experience us as clear, responsive, and reliable. You will
protect leadership time, keep program cycles organised, and help ensure the
day-to-day runs smoothly as we grow.
Reporting line
- Primary: Executive Director & Head of Programs.
- Secondary (operations tasks): Head of Finance & Operations.
What you will do
Program administration and coordination
- Coordinate program application intake and correspondence with
applicants, partners, and grantees.
- Maintain accurate tracking systems and databases for applications,
decisions, contracts, and reporting.
- Schedule program touchpoints, selection panels, reviews, and
learning sessions.
- Track deadlines, follow up on deliverables, and keep workflows
moving.
- Support logistics for Monitoring, Evaluation, and Learning
activities (coordination support rather than technical MEL work).
Administrative
support
- Manage calendars and scheduling across time zones, ensuring meetings
are well-organised and purposeful.
- Prepare agendas, take minutes, and track action items through to
completion.
- Coordinate travel and logistics, including itineraries and practical
arrangements.
- Maintain document management systems so information is easy to find,
consistently named, and up to date.
- Support procurement requests and vendor coordination, ensuring
paperwork and follow-through are tidy and timely.
Internal
coordination and team support
- Act as a reliable coordination point between programs, finance, and
leadership.
- Support preparation of donor materials, presentations, and board
packs (coordination, formatting, and compiling inputs).
- Help strengthen internal systems over time by spotting gaps,
improving templates, and proposing practical fixes.
What
success looks like in the first 6 to 12 months
- Program cycles run smoothly because tracking is accurate,
communication is prompt, and deadlines are not missed.
- Leadership time is protected through proactive scheduling, clear
agendas, and strong follow-up.
- Partners and applicants experience us as responsive, organised, and
professional.
- Documents and processes are consistently organised, easy to use, and
reduce avoidable back-and-forth.
- The team feels supported because day-to-day coordination is steady
and reliable.
Who you are
Essential
- Strong experience in administration, operations, or program
coordination, ideally in a fast-moving environment.
- Excellent organisation, attention to detail, and follow-through,
including comfort juggling multiple workstreams.
- Clear, professional written communication and confidence engaging
external partners.
- Strong calendar management skills and comfort coordinating across
time zones.
- Comfort using Google Workspace or Microsoft 365, shared drives,
spreadsheets, and tracking tools.
- Discretion and reliability handling sensitive information.
Desirable
- Experience supporting grantmaking, selection processes, or
donor-funded programs.
- Experience working with distributed teams and remote-first ways of
working.
- Interest in movement building, LGBTQIA+ rights, and
infrastructure-focused approaches to sustainability.
How to Apply
