Grow House Foundation Administrator ( NGO ) Job

Position title: Grow House Administrator

Reports to: Grow House Pillars

Terms of service: Full time (40 hours per week)

Location: Grow House Office, Upper Hill

Purpose of the Job

To perform a wide variety of administrative tasks to ensure the smooth running of the Foundation

Reporting Relationship

The Administrator will report to the Trustees and Pillars of the Foundation.

Key Tasks

The following are the major tasks the Administrator will undertake:

General administration

• In consultation with the Pillars, coming up with an annual calendar of events
• Maintaining full records on all Grow Housers including mailing and attendance lists (records include current occupation and photo)
• Arranging regular Pillar meetings (at least once a month)
• Taking minutes of all GH meetings and circulating them in a timely manner
• Follow up matters arising from all minutes in the required timeframes
• Making timely purchases for the smooth running of the Foundation and its events
• Ensuring production of GH information and marketing material
• Supervising volunteers that may get involved in GH

Communication

• Ensuring regular and up-to-date communication to Pillars and Grow Housers
• Ensuring regular communication to GH stakeholders e.g. donors and regular facilitators

Events

• Planning and coordinating all GH events, including camps (catering, general logistics, tents & chairs, event agenda, speaker logistics)
• Ensuring all GH events are appropriately recorded (including taking photos and notes of discussions)

Fundraising

• Coordinating and following up all GH funding proposals (including background research on potential donors as well as liaising with Pillars and Trustees)

Accountability Groups

• Following up with Accountability Groups each month to ensure their smooth running (including records of meetings held)
• Escalating any issues arising from the A-Groups to GH Pillars
• Ensuring that all new Grow Houser’s are incorporated into Accountability Groups.

GH internet presence

• Ensuring that the GH website is fully functional and updated, including ensuring that interactive activity is lively and meaningful (this may require involving creative volunteers)
• Ensuring that the GH social network activities on the internet are current
• Documenting what the Foundation has done so far and updating the website accordingly
• Following up periodic articles for the web site

The Administrator will also undertake any other tasks that the Pillars and Trustees may instruct from time to time. Pillars and Trustees will issue clear instructions by email whenever possible or verbally or by text message.

The Administrator is expected to:

• regularly consult with the Pillars and Trustees for approval of all communication to external parties, expenses, etc.;
• take initiative to clarify all instructions whenever necessary;
• keep a log of all instructions Pillars and Trustees issue to him/her;
• diligently follow up with Pillars and Trustees on all tasks and issues to ensure that they conclude successfully;
• provide feedback to Pillars and Trustees on issues that may arise in the course of the work – including any challenges he/she experiences.

The GH Administrator is expected to recruit resources – particularly Grow Housers – to assist in the work wherever necessary.

Main deliverables

The GH Administrator will

• submit a monthly work plan (no later than the 5th of each month) showing the activities he/she intends to carry out in order to fulfill the job together with a budget, inventory and list of expenses from the previous month;
• prepare and submit an annual calendar of activities;
• submit weekly timesheets every Friday afternoon showing details of the GH activities he/she has undertaken in the course of the week;
• submit a monthly report at the end of each month on GH activities;
• ensure timely submission of at least three high quality funding proposals per quarter;
• circulate notes of Pillar meetings no later than 3 days after each meeting;
• upload on the GH website comprehensive notes from each camp no later than 1 week thereafter;
• circulate an updated list of current Grow Housers to two designated GH Pillars no later than 1 week after each camp;

Fundraising is a particularly important part of the job. The GH Administrator is expected to raise sufficient funds to at least cover his/her salary. From June 2011, half of the Administrator’s stipulated salary will be drawn solely from the funds he/she has helped to raise.

Skills and Experience Required

Skills

• Organizational skills
• Enthusiasm
• Initiative and self-starting
• Follow oral and written instructions with as little supervision as possible
• Decision making
• Presentation skills
• Time management skills
• Ability to work in a team environment
• Computer literacy
• Keep confidences

Experience

Experience with organizing functions and activities are of great advantage.

Appraisals

The Grow House Administrator will go through quarterly performance appraisals.

Kindly forward your expressions of interest attaching your CVs with names and contacts of three (3) professional referees to info@growhousefoundation.org by Thursday 17th February 2011 stating your current and expected remuneration.

Please note that only short listed candidates will be contacted.