London, Greater London
£30,000 per year
Contract, Temporary, Until 31st March 2022, Full-time
Job description

*Due to the urgency to fill this role, applications will be reviewed on a rolling basis and this vacancy may close before the specified deadline.*

The Role:

This is an exciting opportunity for a passionate and dynamic professional to join a small, creative and influential NGO, as we deliver our activities championing the equality and human rights of LGBT+ persons and other disadvantaged groups  across the Commonwealth using an intersectional lens. To support this work, we now seek a proactive Finance and Programmes Administrator as we expand our international activities championing the equality and human rights of LGBT+ people.

The Finance and Programmes Administrator will support the Finance and Compliance Manager, the Programmes Team and the TCEN Secretariat Manager with efficient and effective administration and logistics relating to the organisation’s financial operations and programmes, and to the TCEN Secretariat.

Key Responsibilities:

Financial administration

  • Raise, receive, process, code and upload invoices to/from suppliers and subgrantees using Kaleidoscope Trust’s finance management software (Xero)
  • Support efficient and accurate bookkeeping and records management of Kaleidoscope Trust’s financial accounts
  • Process donations (online and otherwise) and Gift Aid claims


  • Contribute to the Finance and Compliance Manager’s improvement and proper implementation of finance processes, administration and procurement relating to operations and programmes, ensuring compliance with contractual and legal obligations
  • Investigate and implement methods for cost-effective and rapid international money transfer
  • Process due diligence assessments for potential new suppliers, sub-grantees and donors, etc., in accordance with KT’s policies and procedures
  • Prepare documentation to facilitate programme operations, including contracts, requests for expressions of interest, procurement notices, bid documents and tender evaluation reports, among others


Programme management

  • Support Programme Team in reconciling programmatic expenditure, at regular intervals and as needed for reporting, including reviewing and making journals in the finance system
  • Support the Programmes Team with preparing and updating programmatic budgets and forecasts as required
  • Support the Finance and Compliance Manager and Programme Managers with creating financial reports (including forecasts, usage reports and expenditure reconciliations) to enable tracking and monitoring of spend and to identify trends and risks in programme implementation



  • Support the Programmes Team with other logistics as needed, such as making travel arrangements, and carry out other administrative tasks as necessary to ensure the successful implementation of programmes and operations
  • Organise TCEN Management Committee meetings and other meetings as required, and take accurate, concise minutes
  • Process new applications for TCEN membership and maintain the TCEN membership list, with the oversight of the TCEN Secretariat Manager and in communication with the Public Affairs and Stakeholder Engagement Officer
  • Disseminate approved TCEN-related communications, including to the membership via MailChimp, email and WhatsApp
  • Support the TCEN Secretariat Manager with all other aspects of TCEN administration as required, such as knowledge and data management


Skills and Competencies:

We are looking for a candidate who can demonstrate:


Experience with:

  • Providing precise bookkeeping and maintaining accurate records
  • Activity-based budget management, budget reconciliation and reporting
  • Grants-based financial management and reporting
  • Contributing to regular financial planning and budgeting processes
  • Working with institutional funders


Knowledge and understanding of:

  • Proper financial management and compliance principles, processes and procedures
  • Using Microsoft Excel and/or Google Sheets to create reports
  • Using Zoom to arrange calls, and MailChimp for designing mail-outs
  • Financial management systems, ideally Xero
  • Risk management and mitigation, with regard to organisational compliance and financial matters especially

Personal qualities/skills:

  • Commitment to Kaleidoscope Trust’s mission to advance the human rights of LGBT+ people
  • An understanding of how a human rights organisation operates in an international context, or a willingness to learn
  • A collaborative, adaptable and detail-oriented approach to facilitating the inputs of people contributing to a multi-stakeholder process, including in cross-cultural environments
  • Excellent English-language written and oral communication skills and experience of presenting complex issues to audiences with differing levels of knowledge of and confidence with finance and compliance matters
  • Good time management and problem-solving skills
  • Confident working as part of a team and with managing the on-time delivery of tasks from various colleagues
  • Willingness to “pitch in” and support colleagues outside the parameters of the job description where necessary

Terms and Conditions:

  • This role is full-time for a fixed term until 31 March 2022 (with possibility of extension, dependant on funding)
  • The salary is £30,000 p.a. plus pension contributions
  • The post-holder is entitled to standard annual leave plus bank holidays
  • The post-holder will be managed by Kaleidoscope Trust’s Finance and Compliance Manager
  • The post-holder will be based out of Kaleidoscope Trust’s offices in Hoxton, London 
  • Full-time London-based staff will be expected to work from the office a minimum two days per week. Staff who are part-time, and/or based outside of London may be permitted (with the agreement of their Line Manager) to work from home predominantly, with the occasional requirement to travel to the office for appraisals and key meetings or events
  • Standard core hours of work are 9:00am - 5:30pm with possible requirement to work very occasionally at evenings and weekends (which will accrue Time Off In Lieu)
  • The post-holder must possess the right to live and work in the United Kingdom for the period of the contract
  • Start date: As soon as possible



How to apply:

Kaleidoscope Trust is committed to equality and diversity and we particularly encourage applications from women, all sections of the LGBT+ community and Black and minority ethnic communities.


Please submit your CV and a one-page covering letter including:


(i) your interest in joining Kaleidoscope Trust,

(ii) your relevant experience as per the skills and competencies outlined above, and

(iii) your notice period


For any enquiries, please email recruitment[at]kaleidoscopetrust[dot]com, titling your communication: “Vacancy: Finance and Programmes Administrator”.

Due to the urgency to fill this role, applications will be reviewed on a rolling basis and this vacancy may close before the specified deadline.

Closing date: 15th December 2021 at 09:00 GMT (or sooner if sufficient suitable applications received)

Interviews: w/c 13th December (or sooner if sufficient suitable applications received)

Application Instructions

Please specify your notice period in your application.

More about Kaleidoscope Trust

Established in 2011, Kaleidoscope Trust works to uphold the human rights of lesbian, gay, bisexual and transgender (... Read more

Posted on: 24 November 2021
Closed date: 15 December 2021
Job ref: Finance and Programmes Administrator
Tags: Admin, Finance

The client requests no contact from agencies or media sales.