Overview

Purpose of the Role:
The Impact and Grants Coordinator plays a vital role in supporting Helen’s Daughters’ mission to advance food sovereignty by strengthening the systems that help the organization document, measure, communicate, and learn from its work. As a community-focused not-for-profit, Helen’s Daughters believes meaningful impact is achieved through collaboration, shared accountability,
and a willingness to support one another across roles.

This position provides coordination, documentation, data-management, and administrative support to strengthen impact measurement, grant reporting, fund development, and organizational learning systems. Working closely with the Impact Lead, Grant Lead, programme team, Finance Officer, Communications Officer, Executive Assistant, Operations Manager, and Executive Director, the Impact and Grants Coordinator helps ensure that information is collected, organized, tracked, and shared in a timely and accurate way.

The role provides the operational backbone that allows programme implementation, grant writing, strategic fundraising, and evaluation design to be delivered effectively. It is not responsible for leading programme implementation, substantive grant writing, strategic analysis, evaluation design, or organizational decision-making. The successful candidate will be proactive, highly organized, detail-oriented, collaborative, and comfortable following up across teams to keep work moving.

Qualifications and Experience

  • An Associate Degree in Project Management, Business Administration, Development Studies, Social Sciences, International Development, Monitoring and Evaluation, Information Management, or a related field.
  • At least one (1) – two (2) years of relevant experience in project coordination, programme administration, grants administration, data management, reporting, monitoring and evaluation, or a related field.
  • Experience working with databases, spreadsheets, online data collection tools, project tracking systems, or customer relationship management (CRM) systems would be an asset.

Alternatively:
Helen’s Daughters recognizes that the successful candidate may not begin with direct experience across every area of impact measurement, grant coordination, Salesforce, donor reporting, and MEL. We welcome candidates who bring strong transferable skills in project management, a commitment to learning, passion for the mission, sound judgment, initiative, and a collaborative team spirit.

Success in this role will be supported through onboarding, mentorship, clear priorities, and
regular guidance from the Impact Lead, Grant Lead, and wider team.

Reporting Relationship:
The Impact and Grants Coordinator reports to the Impact Lead and Grant Lead and works in
close collaboration with:
● The Founder and Executive Director
● The Executive Assistant
● The Operations Manager
● The Finance Officer
● The Communications Officer

Working Schedule:
This is a full-time role in Saint Lucia.
An ordinary workday shall comprise of no more than eight (8) hours to be worked Monday- Friday from 9:30 am to 5:30 pm. The Impact and Grants Coordinator may be required to work
more than 40 hours a week provided that you shall not work for more than 80 hours during a
two (2) week period. It is expected however that you will adjust your days/hours as is necessary in order to meet the full needs of your job. This role is not entitled to overtime however, lieu days can be accrued.

Due to the nature of the institution, you may from time to time be required to be available on Saturdays and Sundays when necessary. You should be reasonably available for meetings and collaboration as required to ensure effective communication and project progress.

Key Responsibilities:
The Impact and Grants Coordinator is responsible for supporting the systems, documentation, data coordination, and follow-up processes that enable strong grant management, donor reporting, impact measurement, and organizational learning.

1. Salesforce Ownership & Data Systems
The Finance Officer is responsible for financial and grant compliance data in Salesforce. The Impact and Grants Coordinator is responsible for programme/MEL data coordination and overall Salesforce hygiene. The Impact Lead and Grant Lead will use Salesforce data for analysis, reporting, grant development, and funder-facing materials.

The Impact and Grants Coordinator will:
● Serve as the primary programme/MEL Salesforce focal point, working with the Finance Officer to ensure financial, grant compliance, and programme data are accurate, consistent, and up to date.
● Support the maintenance and improvement of Salesforce workflows, dashboards, and reports related to programme, MEL, grant, and donor reporting needs.
● Coordinate accurate and timely entry of key data, including:
○ participant data;
○ programme activities;
○ outputs, outcomes, and impact indicators;
○ donor and grant-related information.
● Monitor data quality across programmes by identifying gaps, inconsistencies, or missing information and following up with the appropriate team members.
● Train and support staff on Salesforce use where required.

2. Data Collection, Management & Tracking
The Impact and Grants Coordinator will support non-field-based data collection, management, and tracking systems to ensure programme, MEL, grant, and donor information is organized, accurate, and accessible.

The Impact and Grants Coordinator will:
● Coordinate non-field-based data collection tools, including online surveys, reporting templates, and programme tracking tools.
● Clean, organize, and maintain quantitative and qualitative datasets.
● Track KPIs, programme indicators, and donor-specific metrics across projects.
● Maintain a centralized repository for MEL, grant, and reporting-related data.
● Identify missing, incomplete, or inconsistent information and follow up with the appropriate team members.

3. Meeting Coordination and Follow-Up
The Impact and Grants Coordinator will support effective coordination across grant, impact, programme, finance, communications, and leadership workstreams by ensuring meetings are well-prepared, clearly documented, and followed up on in a timely manner.
The Impact and Grants Coordinator will:
● Prepare meeting agendas in collaboration with the Impact Lead, Grant Lead, and relevant team members.
● Take clear meeting notes that capture key updates, decisions, action items, responsible persons, deadlines, and outstanding information.
● Circulate meeting notes and action items in a timely manner following meetings.
● Maintain a central tracker of follow-up items related to grants, reporting, MEL, programme coordination, and organizational sustainability.
● Follow up respectfully and consistently with team members to support timely completion of tasks.
● Flag delays, missing information, or decision points to the Impact Lead, Grant Lead, Executive Assistant, or Executive Director as appropriate.

4. Monitoring, Evaluation & Learning Support
The Impact and Grants Coordinator will support the Impact Lead by organizing, preparing, and maintaining the data and documentation needed for monitoring, evaluation, learning, and
reporting.

The Impact and Grants Coordinator will:
● Support the maintenance of MEL frameworks, indicators, tools, and tracking systems.
● Organize and prepare programme data for review, including basic summaries, tables, dashboards, and visuals that help assess reach, outputs, outcomes, and learning.
● Compile relevant data, documentation, participant feedback, and evidence to support evaluation and learning reviews.
● Support basic programme data analysis by identifying trends, gaps, and emerging insights for review and interpretation by the Impact Lead and programme team.
● Maintain records of learning, recommendations, and follow-up actions that emerge from evaluation activities, reporting processes, and programme reviews.

5. Grant Development, Donor and Programme Reporting Support
The Impact and Grants Coordinator will support the Grant Lead and Impact Lead by coordinating the administrative, data, documentation, and tracking processes required for grant applications, donor reporting, programme reporting, funder stewardship, and organizational updates.
The Impact and Grants Coordinator will:
● Maintain grant calendars, proposal timelines, reporting schedules, funder requirements, document checklists, and follow-up trackers to support timely completion of grant applications, donor reports, and programme updates.
● Maintain a grant tracker system to monitor funder deadlines, deliverables, reporting requirements, application status, and follow-up actions.
● Pull accurate data, statistics, and impact narratives from Salesforce and other approved sources for use in grant proposals, donor reports, board updates, annual reports, impact reports, funder updates, and stewardship materials.
● Prepare narrative inputs, results tables, indicators, charts, annexes, supporting documentation, and evidence summaries for review by the Grant Lead, Impact Lead, Finance Officer, programme team, Executive Director, or other relevant team members.
● Review grant and reporting materials for consistency of figures, dates, funder requirements, compliance requirements, and supporting documentation before final review and submission.
● Maintain an evidence library for donor and programme reporting, including attendance records, photos, consent forms, participant stories, surveys, activity summaries, media links, and other documentation required to verify outputs and communicate impact.
● Maintain version control for grant proposals, reports, templates, budgets, attachments, and supporting documents, ensuring the most current versions are clearly labelled and accessible.
● Support donor stewardship administration by organizing donor files, tracking funder communications, coordinating materials for funder meetings, and assisting with the preparation of funder updates and follow-up materials.

6. Documentation and Knowledge Management
The Impact and Grants Coordinator will maintain organized documentation systems that support
grant management, reporting, MEL, fundraising, and institutional learning across funding cycles.
The Impact and Grants Coordinator will:
● Maintain organized digital files for grants, reports, MEL documentation, data tools, templates, evidence, funder materials, and supporting documents.
● Ensure files are clearly labelled, consistently stored, and easy for relevant team members to access.

● Support continuity and institutional memory by documenting key processes, decisions, lessons learned, reporting requirements, and funder-specific information.
● Ensure final versions of grant applications, reports, budgets, attachments, and supporting documents are saved in the appropriate shared folders.
● Support the handover of relevant information across funding cycles, staff transitions, reporting periods, and programme phases.

Knowledge and Skills

  • Knowledge of project and programme coordination principles and practices.
  • Working knowledge of monitoring, evaluation and learning concepts, including outputs, outcomes, indicators and key performance indicators.
  • Familiarity with grant management and donor reporting processes would be an asset.
  • Knowledge of data collection, validation, management, tracking and reporting principles.
  • Proficiency in Microsoft Office, particularly Excel, Word and PowerPoint, and familiarity with online collaboration and document-management tools.
  • Ability to work with databases, CRM systems and digital information-management platforms; knowledge of Salesforce would be an advantage.
  • Ability to organize, review and present information accurately through tables, summaries, dashboards, charts and other appropriate formats.
  • Strong written and verbal communication skills, with the ability to compile information clearly and coordinate respectfully with multiple stakeholders.
  • Strong organizational and time-management skills, with the ability to maintain accurate records, version control and digital filing systems while managing competing priorities.
  • Strong attention to detail, with the ability to identify gaps, delays or inconsistencies and escalate them appropriately.
  • Ability to maintain confidentiality and exercise sound judgment when handling organizational, programme, donor and participant information.
  • Willingness and ability to learn new systems, tools and processes.

Personal and Professional Attributes

  • Professional, dependable and committed to maintaining integrity and confidentiality.
  • Proactive and accountable, with the initiative and follow-through needed to keep work moving.
  • Collaborative and respectful, with a willingness to support colleagues across roles.
  • Adaptable and solutions-oriented, with the ability to respond constructively to changing priorities.
  • Committed to Helen’s Daughters’ mission and to a community-focused approach to advancing food sovereignty.

How to Apply
Interested candidates are encouraged to submit a resume and cover letter by 25 September 2026 to hr@helensdaughters.org outlining their qualifications and experience in
relation to the responsibilities and requirements of the position.

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