MINES ADVISORY GROUP
Job Description
Job Title:
Department:
Scale:
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International Partnerships Administrator
International Partnerships
Scale 3 - Administrative, Professional and Technical
International Partnerships Manager
NA
MAG HQ
OVERALL PURPOSE OF THE JOB
1. Coordinate and maintain information on MAG’s institutional funding status, grants and
proposals
2. Maintain departmental systems on institutional grants /individual donors and develop them in
coordination with the Finance and Operations Departments
3. Research and identify funding opportunities for MAG’s programmes and projects and
maintain information required to support the pursuit of those opportunities
4. Provide general support to other International Partnerships staff
PRINCIPAL RESPONSIBILITIES
Coordinate and maintain information with regards to MAG funding status, grants and proposals
In coordination with the IPM and other HQ staff develop the current IP database holding all
relevant information on MAG’s institutional grants (cashflow / reporting requirements / proposals /
income received etc)
Maintain the database and project board through collation and entry of all proposal monitoring
forms and grant monitoring forms, and provide summary analysis as required, to ensure up-todate and accurate records are maintained on proposal submission, grants approved and donor
reporting requirements
Provide programmes, operations and finance with monthly updates on reporting requirements
and liaise within HQ to provide updates on the status of report preparation
Extract and distribute monthly / quarterly statistics on key performance indicators
Compile and distribute the weekly active list of proposals, reports and ongoing grant issues to
guide departmental activities and maintain accurate records of all departmental tasks completed
Develop and maintain systems and channels of communication to help maximise organisational
performance on institutional grants
Develop and maintain the extra-net as a channel of communication on institutional donor issues
such as: donor information files / quick reference matrix (OSC / procurement etc) / message
board and donor bulletin / standard paragraphs / lessons learnt / donor feedback / key statistics /
tracking of the status of reports and proposals, and ensure the documents posted are accurate
and up-to-date
Work with the IPM and finance department to support the creation of integrated grant
management systems in areas such as grant monitoring to mitigate against lost of income,
creditors and debtors lists, automatic claims to accompany financial reports etc
Provide support in researching and identifying funding opportunities for MAG’s programmes and
projects and maintain information required to support the pursuit of those opportunities
Working with other members of IP, where appropriate, research and collate information on new
and existing donors and partners and maintain donor information files
Maintain up to date information on MAG and its projects and programmes for insertion into donor
proposals and competitive bids
Liaise with programmes and HQ departments to ensure that the right formats used for proposals
and reports are being used and are readily accessible
Support the coordination of proposals and competitive bids and tenders that the organisation
applies for as required
Provide administrative support to public fundraising
Record all public donations and enquiries onto the fundraising database on a daily basis
Produce accurate and timely financial reports for the Finance Department summarising income
received on a weekly basis
Administer gift receipts, acknowledgements, tax declarations and all written public
correspondence in relation to public donations
Respond to public enquiries, both by email or by telephone, about making donations
Purchase and distribute merchandise, ensuring stock levels are maintained and all sales
captured on the fundraising database
Maintain the MAG website with information relating to donating to MAG, making sure all
documents and information are accurate and up to date
Keep abreast of new donation methods, charity commission policies and fundraising good
practice
Participate in MAG events as required
Provide general support to other International Partnerships Department staff
Finalise and support the arrangement of meetings and visits that departmental staff are involved
with
Ensure up-to-date knowledge of programme activities and development issues through close
liaison with the Project Coordinators
Ensure timely response to requests from the International Partnerships Managers and Head of
International Partnerships.
Work with the Communications department to help provide materials for publicity, press releases
etc.
Contribute to the department’s business and strategic planning processes.
Develop an understanding of, and ensure compliance with MAG’s legal and contractual
obligations.
Ensure coordination with Operations and Finance Departments and programmes and ensure that
all necessary information is provided in a timely manner.
General
Work within the framework of MAG’s core values, promoting its ethos and mission statement.
Keep informed of MAG activities.
Work as part of a team and liaise with other departments to ensure effective communications
across the organisation.
Travel overseas, sometimes to developing countries and areas in conflict, as and when required.
Undertake any other duties appropriate to the post as may be required.
July 2006
Signed ……………………………………………………… Date…………….
(Postholder)
Signed………………………………………………………
(Manager)
Date…………….