Employer: Zubeda Welcome
Position: Project Support Assistant
Salary: £24,000 – £25, 000 Gross annual (3 years, with view to be permanent)
Job Type: Full-time
Work location: Hybrid remote in London
FULL JOB DESCRIPTION
PROJECT SUPPORT ASSISTANT
Location:
Hybrid working (minimum one day a week at the office, some outreach work at sites in and around London)
Driver license and car owner (essential)
Hours per Week:
Full Time
Flexibility Required: evening and weekend availability is required
Start date:
Immediate (Closing date for applications: Rolling/ASAP)
Are you passionate about improving people’s lives and have a keen interest in working in the charity sector? Do you like meeting new people and love building new connections? Want to use your talent to help the Ummah? For more information please call: 07507510054 or email us at admin@zubedawelcome.org
About Us
Zubeda Welcome is an award winning non-profit charity set up to support refugee and asylum seeker children in the UK. Our niche focus is to support refugees with madrasa (Islamic school) fees to teach them the Quran and help them retain their faith. Visit our website for more information: zubedawelcome.org
About The Role
We are looking for someone to join us as our new Project Support Assistant. This will be an exciting and rewarding role, giving you valuable experience across key areas within a UK based charity.
Benefits of joining us include:
- Opportunity to increase your scale of good deeds through ongoing rewards of Sadaqa Jaariya (endless rewards, so as long as the beneficial knowledge of our beneficiaries is passed on to generations)
- 28 days Annual Leave (incl bank holidays)
- Prayer facilities
- Opportunity to really make a difference!
Main Responsibilities:
Project Support & Implementation
- Conduct project research, analysis, and reporting to support project development and delivery.Assist in preparing project briefs and ensure agreed outcomes are achieved.
- Monitor and report on project plans, milestones, and deliverables to ensure time, cost, and quality are on track.
- Update and maintain documentation related to project policies and practices.Communicate with stakeholders about project status and implementation issues.
Administration & Coordination
- Maintain weekly timesheets and share with the line manager and operations team.
- Manage the CEO’s diary, appointments, and personal assistant duties (7 hours per week).
- Handle physical administrative tasks such as running errands, depositing cash, and picking up/dropping off items.
- Act as the main point of contact for all communication (email, phone calls) and manage admin, info, and finance accounts.
- Take notes at team meetings and store them for future reference.
- Manage and update shared drive folders and internal communication via WhatsApp group chats.
- Manage records, filing, data entry, and electronic databases.
Team & Stakeholder Liaison
- Act as liaison for team leads and contractors across departments (Website, Finance, HR, Marketing, etc.) to ensure tasks are completed and support is provided.
- Attend and report on team meetings, ensuring clear communication and task tracking.
- Provide support to the CEO and team leads in preparing presentations, reports, and documents.
- Be the first point of contact for stakeholders, redirecting inquiries as necessary.
Financial Support & Reporting
- Support the Finance team with the submission of annual financial reports for the Charity Commission.
- Keep track of outreach-related expenses for project coordinators, staff, and volunteers.
- Prepare purchase orders and document payments per financial procedures.
- Assist with completing membership and grant applications.
Marketing, Fundraising & Development
- Assist in developing and implementing marketing and fundraising strategies.
- Support income generation, public relations, and partnerships.Attend networking and showcasing events when required.
Compliance & Regulatory Management
- Maintain the schedule for regulatory filings (Charity Commission, Companies House).Ensure accurate CRM records for beneficiaries, madrasas, and relevant organizations.Complete and securely store due diligence for mosques, madrasas, volunteers, and partners.
Volunteer & Stakeholder Engagement
- Manage volunteer feedback and insights, supporting volunteer management.
- Provide customer service to both internal and external stakeholders, including beneficiaries and their families.
Career Development & Research
- Plan and present a research project to the team, providing insights and recommendations for organizational growth.
- Receive coaching and guidance from the line manager to enhance professional development.
Other Duties
- Support various team leads (Finance, Marketing, Volunteer Manager, etc.) with their respective tasks.
- Prepare, draft, and deliver various reports, presentations, and documents (including KPI reports).
- Assist with outreach-related tasks as required to further the organization’s goals.
This role involves a wide range of tasks aimed at supporting the operational efficiency, project implementation, and communication efforts of the organization while contributing to the CEO and team’s objectives.
The ideal candidate will:
- Be excited to gain hands-on experience in the UK charity sector
- Have great communication skills; both written and verbal
- Decision making skills
- Very organised, with excellent time management skills
- The ability to adapt working hours to meet the requirements of the organisation.
- Personal conduct and delivery of work should comply with the values and culture of Zubeda Welcome
- Determines and manages own workload and priorities and refers issues to the manager as required
- Willingness to partake in training and development (both internal and external)
- Sharing updates on shared drive via Google Workspace
- Weekly 15 mins debrief with CEO via Google Meet
- Attend a minimum of of one full day of duties in a face to face meeting with the team at the Zubeda Welcome base office in North London or another location as per requirement
- Able to meet new people and start conversations
- Be sensitive and empathetic
- Be proactive and able to use initiative and prioritise his/her work
- Be confident to speak with new people, organisations and businesses
- Able to react quickly and flexibly in order to adapt to a fast-paced role and take advantage of new opportunities
- Report any incidents and feedback to line manager and relevant departments
- Committed to learning
- Reliable
About you
- Belief in teaching refugee children Quran and help maintain their Muslim identity
- Islamic Studies Qualification and Certificates of Learning would be a bonus
- Knowledge of Zakat laws and rules would be a bonus
- Experience working with children in for a faith based organisation would be a bonus
- Experience of and expertise in relationship-building on an organisational and individual level
- Experience presenting compelling and emotionally engaging information sessions to individuals and organisations
- You will set an example on how to represent ZW in the local community
- Ability to use IT specifically Google Workspace
- Spoken and written skills in other languages would be a bonus (Arabic, Dari, Pashto, Kurdish, Farsi, Turkish, Urdu, Spanish etc)
- Strong alignment with the charity’s values
- Self-motivated and able to manage a varied workload
- Reliable and punctual
- Good eye for detail and accuracy, maintaining high standards at all times
- Be sensitive and empathetic
- Be confident to speak with new people, organisations and businesses
- Able to react quickly and flexibly in order to adapt to a fast-paced role and take advantage of new opportunities
- Committed to learning
- A Bachelor’s degree (or equivalent) and previous experience in Project Management or Human Resources would be an advantage
Essential requirements
- Flexible working (travel to location and working from home)
- Able to drive to location when required – owning a car and driving licence is required
- Currently holds a DBS certificate or is willing to complete DBS check
- You are not currently working for another employer
Standard Clauses
- The post holder will work within all policies, procedures and budgets set by Zubeda Welcome.
- The post holder will act at all times in the best interest of Zubeda Welcome.
- The post holder will form effective working relationships with all colleagues, volunteers and outside organisations as appropriate.
- The post holder must accept responsibility for ensuring that the policies and procedures relating to Health & Safety in the workplace are adhered to at all times.
- The post holder must respect the confidentiality of data stored electronically and by other means in line with the Data Protection Act.
- The post holder will not disclose to an unauthorised person any confidential information acquired through official duties unless they have received official permission to do so.
The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and job rank of the post.
Zubeda Welcome reserves the right to extend or close this vacancy early without warning subject to the volume of suitable applicants. Due to the large number of applications that we receive, we are unfortunately unable to provide feedback on your application. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief or age..
Benefits:
- Company events
- Free or subsidised travel
Work Location: Hybrid remote in London N10 3AG
APPLICATION PROCESS
If you’re interested in this role, CLICK HERE and apply now!