Senior Finance and Operations Administrator

About Global Greengrants Fund UK

Global Greengrants Fund is a leading funder of the world's grassroots environmental and climate justice movements. Since 1993 we have been growing our networks of activists, experts, donors, and leaders to provide these movements with resources they need to work toward a healthy and just future. Global Greengrants uses a variety of participatory grant‑making models to provide funding and other forms of support to grassroots groups around the world.

We work with over 200 grant‑making advisors from around the world, all of whom are experts and activists, connected with the grassroots movements, issues, and challenges in the regions where they work. These advisors make grant‑making decisions as members of our organisation's regional and thematic advisory boards, of local funds which grew organically from advisory boards in the regions where we work, and of other organisations that share our mission and values. We strive, however, for our grant‑making to be a relationship rather than a unidirectional flow of resources. Relationships built on trust and shared learning are essential to the success of our grant‑making. Our advisors help the organisations they fund with mentoring and connections to larger movements and other institutions. By bringing back ideas and knowledge from grantees, advisors also help their colleagues and broader movements to work out new solutions to the problems that confront them.

In 2025, Global Greengrants Fund is on a strategic journey in which we collectively centre our values, including diversity, equity, and inclusion, and organisational care in our work, and to rediscover our identity and potential after more than 30 years of work. We have experienced tremendous growth over the past four years and we are thoughtfully, yet rapidly, growing our annual grant‑making, our philanthropic advocacy, and our global partnerships and collaborations to new levels. This includes creating a globally networked learning organisation and transforming our organisational culture to be more collaborative and self‑steering – we call this our transformational journey.

The Senior Finance and Operations Administrator needs to understand the challenges and opportunities that come with these transformations and can remain flexible, steady and adaptable.

Position Summary

The Senior Finance and Operations Administrator is a critical, multi‑functional role supporting the financial, operational and administrative systems of GGF UK. The role will report to the Head of Finance with a dotted line to the Operations Manager on all operational tasks. Acting as a key liaison between grants management, operations and finance, this role requires taking ownership of specific financial processes – particularly those intersecting with grants payments, forex providers and internal systems. The ability to clarify issues and relay technical information across functions will be essential and hence demand high attention to detail, initiative, and the ability to navigate and communicate complex financial and grant‑related processes to non‑financial colleagues. Coordinating closely with the Director of Finance and Operations, the postholder will provide proactive administrative support including diary management.

Major Responsibilities

• Work collaboratively with the Head of Finance and the Finance and Grants Officer to provide administrative support to all areas of financial operations.
• Work collaboratively with the Operations Manager to provide administrative support to all areas of organisational operations.
• Administer grants payments.
• Contribute to ensuring financial processes are undertaken accurately and efficiently.
• Contribute to ensuring all office systems are functioning efficiently.
• Support the Director of Finance and Operations through diary management.

Financial Transactions Management

• Manage the UKFinance email inbox for all payment related requests or queries – follow up on outstanding approvals or information and manage document storage in Dropbox.
• In collaboration with the Finance and Grants Officer maintain the expenditure folders, including but not limited to invoices, debit card receipts, staff and trustee expenses.
• Maintain financial records on internal data storage systems and contribute to ensuring their accuracy.

Operations, People and Culture

• Take responsibility for, and coordinate and arrange room set‑ups and other administrative support for in‑person meetings, including awayday spaces.
• Assist the Operations Manager in procurement and tracking of inventory and organising shared digital files and information technology.
• Support facilities management through maintaining relationships with our designated shared working space.
• Collaborate on recruitment and selection processes.
• Collaborate on servicing the relationship with our HR service provider.

Grants Payments

• Own the end‑to‑end multi‑currency payment process via Convera and banking system (currently Barclays), including troubleshooting and resolution of failed payments.
• Update grant status on internal systems (SmartSimple) and track receipt confirmations including any returned grant payments.
• Prepare grants and other payments for authorisation and payment via BACS or international transfers.

Cash Management / Banking / Payments

• Process grants, staff and general expenses payments, ensuring they are accurate and timely.
• Allocate paid transactions onto QuickBooks Advanced ensuring all income and expenditure is posted correctly in relation to restricted and unrestricted fund categories.

Diary & Travel Management

• Manage MS Outlook calendar.
• Set up and coordinate meetings.
• Manage travel arrangements when needed.

Other

• Support in inputting direct general ledger account entries.
• Support in reconciling all currency bank accounts including forex providers.
• Assist with month‑end tasks as required by Head of Finance.
• Support with reporting duties as assigned by the fin‑ops team leadership.
• Provide cover for the Finance and Grants Officer for some tasks.

Position Specifications

Essential Values and Competencies

• Commitment to the mission and values of Global Greengrants Fund.
• Transparency and accountability.
• Build strong interpersonal relations from the role – across functions and levels.
• Influencing & resolving differences across boundaries.
• Self‑awareness and insight.

Essential Knowledge, Skills, Abilities and Experience

• Experience working in a similar role in a similar not‑for‑profit/charitable organisation.
• Demonstrated experience dealing with financial information and processes.
• Demonstrated experience dealing with administrative processes, an understanding of office administration, especially in a non‑profit, remote organisation.
• Excellent organisational skills and the ability to prioritise a variety of work activities in a busy environment and to meet strict deadlines.
• Experience of diary and scheduling management for a senior leadership team member.
• Ability to clarify and communicate financial information and technical issues to non‑finance colleagues.
• Demonstrable ability to work at a high level of accuracy and with great attention to detail; excellent follow‑up and follow‑through skills.
• Demonstrable analytical and problem‑solving skills, with the ability to identify and resolve issues effectively.
• Excellent interpersonal understanding, relationship building and interpersonal skills; strong experience working collaboratively in teams.
• Experience working with diverse communities from multiple identities across the globe, in a virtual environment.
• Excellent communication skills – written and oral, fluency in English, proficiency in other languages an asset.
• Experience in using financial systems such as QuickBooks in multi‑currencies.
• Excellent Excel skills and an ability to build and maintain financial templates.
• Strong expertise in the use of various software and a high level of computer literacy (MS Office Suite, Google Apps, instant messaging and virtual team collaboration software such as Trello, Zoom, Slack, Asana, ApprovalMax, QuickBooks, SmartSimple, Salesforce and/or other similar financial and donor management systems).
• Ability to travel internationally (approx. one week per year) if context allows.

Desirable Knowledge, Skills, Abilities and Experience

• Working with entities in Africa, Asia, Latin America and the Pacific.
• Experience using grant‑management applications.
• Experience in growing and dynamic global organisations.
• Experience with grant‑making and the philanthropic sector.
• Experience of shared leadership models of work, and more collaborative, self‑steering ways of working.
• Experience with bank reconciliations and/or balance‑sheet reconciliations.
• An understanding of accounting principles, and knowledge of accounting and budgeting processes.

Pay Range

42,000 - 42,000 EUR per year (Huckletree London)