Programme Administrator

Position: Programme Administrator

Team: Programme Support and Learning

Reports to: Director of Programme Support and Learning

Based in: The Hague, Netherlands

Start date: Beginning of October 2024

Salary: Korn Ferry level 11 (EUR 35,900-49,490 gross yearly, inc. 13th month and vacation allowance)

FTE: Full time

Period: 1-year contract with the possibility of extending

The Van Leer Foundation is an independent Dutch organisation working globally to foster inclusive societies where all children and communities can flourish. We bring together people with different perspectives and support them to achieve large-scale impact. Our support involves a unique combination of funding, networks, executive education, technical assistance, and knowledge.

The Programme Administrator (PA) will be responsible for all the administrative tasks related to grants and contracts as required by the Director of Programme Support and Learning. The PA is expected to manage all administrative controlling, logistics, and compliance from partners, including delivery of quality proposals and reporting from partners. This role requires close attention to detail, strong organisational and time-management skills, and comfort in communicating (written and verbal) with diverse stakeholders. The PA reports to the Director Programme Support and Learning, with a dotted line to the Programme Administration Coordinator and Portfolio Representatives (Africa, Mission-Related Investments and Fellowship Manager).

Grant administration:

• Manage the administration of grants, contract agreements, and expenses following internal procedures and quality standards
• Provide administration support and communication to partners and consultants
• Update the Foundation’s internal management and monitoring systems with the necessary and accurate data, meeting all audit requirements, including document archiving and authorisation evidence
• Request and check relevant due diligence documents of proposed partners
• Review budget proposals and flag items for consideration with project owners, and monitor budgets and No-Cost-Extension request from partners
• Liaise with the Finance unit regarding budget assessments and payments

General:

• Support the Director Programme Support and Learning in relevant programme discussions, decisions, and any other areas the Director deems necessary
• Support the Finance team and Controller on requests for the yearly institutional audits
• Support on tasks and projects as requested by the Programme Administration Coordinator
• Support various teams in the Foundation on the preparation of reports (i.e. input for the Annual Report)
• Support and facilitate knowledge sharing with the other administrators and portfolio teams
• Quality control and making suggestions for improvement regarding workflow processes and administrative systems

Inside the Foundation: Programme Team, Finance Team, and all staff

Outside the Foundation: All Foundation’s partners and contacts relevant to their work

• A bachelor’s degree or equivalent professional experience
• 3-5 years’ experience in an administrative role (ideally in an international organisation)
• Fluent in English (a second language relevant to the Foundation’s geographic portfolios is an advantage)
• Strong interpersonal skills
• Project management experience providing support on operational projects
• Knowledge of Microsoft Office, Teams and Salesforce and comfortable using other digital tools
• Legal experience is an advantage
• Tech savvy and strong analytical skills
• Excellent planning and organising skills
• Self-sufficient with a can-do approach to overall work and challenges
• Comfortable working in a multicultural environment
• Ability to meet deadlines
• Motivated, energised, and excited to work for the mission of the Foundation

Organisation-wide competencies: Teamwork, learning ability, results orientated

Job-specific competencies: Problem analysis, organisation of own work, adaptability