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The Development Team Administrator is responsible for a range of administrative and development activities that support Lewa UK’s fundraising goals and provides Executive Assistant support for Lewa’s International Executive Director. **To apply please provide a CV and covering letter**
The Development Team Administrator will be detail-oriented, familiar with fundraising processes and the importance of data management, a team-player, self-driven, and passionate about contributing to high standards of excellence. A commitment to and interest in wildlife conservation and community development is advantageous. This full-time position is based in London close to Hammersmith underground station.
Broadly, the Development Team Administrator is responsible for supporting the UK team in meeting ambitious annual fundraising targets, overseeing operations of Lewa’s London-based office, and ensuring excellent donor stewardship and data management.
This position reports to the Deputy Director of Development Europe, Middle East & Asia (DDofD EMEA), currently based in London. Lewa’s International Executive Director (IED) has overall responsibility for all staff and consultants who are hired to work on Lewa’s behalf outside of Kenya.
- Schedule meetings, set up conference calls via Zoom, keep global calendar up to date;
- Handle mailing requests from donors including mailing of impact reports, donation receipts, special gifts and other items;
- Implement new filing system and ensure ongoing proper filing practices under guidance of the Global Data and Administration Officer;
- Arrange conference rooms and food catering when needed;
- Provide administrative support to DDofD and IED for scheduling meetings, data entry, arranging travel, etc.
Donor Information and Support Management
- Enter donations and detailed notes into Salesforce and process donor acknowledgement letters under the direction of the DDofD;
- Ensure tasks and deadlines assigned to consultants are entered and updated in Salesforce;
- Monitor general Lewa email account for follow up tasks and responses;
- Support in data management via Salesforce and Dropbox by logging call notes, next steps, donor information, and follow-up tasks;
- Support all fundraisers on data entry, especially during heavy workload times of the year.
Travel and Event Planning
- Provide travel support to Lewa staff and partners visiting the UK, under direction of DDofD and Global Data and Administration Officer, including booking internal flights and hotels when needed; developing and keeping a travel itinerary up to date; requesting meetings; arranging in-country travel; and fulfilling special travel or hosting-related requests;
- Event support including planning, guest list creation and management (with the Global Data and Administration Officer) set-up and overall administrative management. Specific tasks may include logging auction items, photos and descriptions; helping to coordinate and deliver purchased auction items; posting purchased auction items; preparing and printing table place cards; updating attendance lists; delivering supplies to event location; assembling gift bags; ordering thank you gifts for committee members, etc;
- Coordinate quarterly board committee calls and attendance at three annual board meetings, including polling board members about date availability, setting up Zoom calls, ensuring technology needs are in place for meetings, etc;
- Responsible for planning all UK board meetings and International Advisory Council meetings annually including booking hotel room blocks, arranging catering if necessary, answering questions from board and staff who are traveling to the meeting, distributing schedules and materials, etc.;
- Assist with meeting material preparation including proofreading, editing, and organizing board books via PDF;
- Attend board meetings and take detailed meeting minutes.
- Assist the DDofD in supporting the Lewa Next Gen programme and on average two events annually and associated Communications.
- Play a key supporting role in annual direct mail activities including mail merges, formatting, printing letters, troubleshooting, etc.
- Draft emails and donor correspondence as requested;
- Respond to donor and board member queries in a timely, professional manner.
- Proof read proposals and other communications text
- Assist the Fundraising and Communications Officer in writing Social Media posts and other Communications relevant to Lewa UK/ EMEA.
- Office oversight and management including making sure the office has proper supplies and functioning equipment;
- Coordinating IT support for the team when necessary;
- Track expenditures for key staff and events in cooperation with Global Data and Administrative Officer and Senior Finance Manager;
- Pricing research for supplies, services, travel, etc.;
- Manage vendor relationships for UK under direction of Global Data and Administrative Officer and DDofD;
- Research and query common HR and administrative practices to establish better office and employee management systems when needed;
- Other duties as assigned.
This challenging role demands a highly organized, detail-oriented, entrepreneurial individual with strong communication skills and the ability to work with limited supervision. We are looking for someone to join our growing team who has a genuine passion for the cause and pride in their work, as well as understanding the vital contribution this role makes to a busy team!
Qualifications and Competencies
The Development Administrator must demonstrate:
- Attention to detail and willingness to carefully track data related to donors and office management.
- Strong writing and editing skills to assist on proposals.
- Ability to keep to budget
- Should be skilled in Microsoft Office, including Word and Excel, and a CRM database.
- The ability to initiate and complete long-term projects as well as manage time-sensitive daily activities, and the flexibility to work as part of a collaborative office environment.
- The ability to foster a healthy organizational culture in a multinational, multicultural environment.
- Entrepreneurial spirit and problem-solving skills.
- Strong interpersonal skills and the ability to work effectively and efficiently against pressing deadlines.
- Ability to work in harmony with teammates and enthusiastic about contributing to team goals.
- The ability to handle sensitive information with discretion and integrity.
Education, Training, and Experience
- University degree preferred; strong professional experience without a University degree also considered.
Lewa UK provides a competitive salary, benefits and holiday compensation package.
**To apply please provide a CV and covering letter**
Lewa Wildlife Conservancy UK is committed to building a truly diverse and inclusive organization with a focus on valuing, serving, and understanding Lewa’s constituents in Kenya and globally. Lewa UK is an equal opportunity employer committed to a policy of equal treatment and opportunity in every aspect of its hiring and promotion process without regard to race, color, creed, religion, sexual orientation, partnership status, gender and/or gender identity or expression, marital, parental or familial status, national origin, ethnicity, veteran or military status, age, disability, or any other legally protected basis. Racial and ethnic minorities and men are encouraged to apply for vacant positions at all levels. Lewa UK is not able to sponsor employment visas.
Overview:The Lewa Wildlife Conservancy
Established in 1995, the Lewa Wildlife Conservancy (Lewa, or the Conservancy) is an award-winning catalyst and model for community-centric conservation in northern Kenya. Lewa has been inscribed as a UNESCO World Heritage Site, and features on the IUCN Green List of Excellence in protected area management. The Conservancy is the heart of wildlife conservation, sustainable development and responsible tourism in northern Kenya. Lewa’s successful working model has inspired replication by other conservation organizations in the region, notably through its close partner organization, the Northern Rangelands Trust, which now comprises 39 community conservancies.
Lewa is home to 14% of Kenya's rhino population, the world's largest resident population of the endangered Grevy's zebra, and many other species. The Conservancy also promotes landscape connectivity for wildlife, especially for more than 6,500 elephants that move from the high-altitude areas in the Mount Kenya Forest, through Lewa and the neighboring Ngare Ndare Forest Reserve, to habitats in Samburu and areas further north.
Lewa’s success can be attributed to its close working partnership with neighboring communities through education, clean water projects, health clinics, microcredit programs, and sustainable agriculture work. Through a broad range of programs, the Conservancy benefits more than 60,000 people in surrounding communities who in turn have become Lewa’s first line of defense against poachers and criminal elements who seek to profit from illicit trade in rhino horn, ivory, and other wildlife products.
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