Fund Development Support Officer

Organisation: Islamic Relief South Africa

Location: Johannesburg

Reports to: Head of Fund Development

Islamic Relief

Islamic Relief South Africa (IRSA) is an independently registered NGO affiliated to Islamic Relief Worldwide (IRW), the world's largest, independent Muslim humanitarian organisation. Islamic Relief's mission is to help the poor and those in need regardless of race, colour, political affiliation, gender or belief to live sustainable, self reliant lives within safe and caring communities.

Purpose of Department To develop and implement strategies to increase the funding income of Islamic Relief through a range of fundraising initiatives and through acquisition and retention of donors, volunteers and supporters.

Purpose of Position

• To provide a comprehensive administrative, and office management support service to the Fund Development Department.
• To establish and maintain effective communication with all regional fundraising teams and other functions of IRSA.
• To provide support to fundraising and volunteering activities and projects to help ensure that maximum income is received.

Key Interfaces

• Reports to Head of Fund Development
• Works closely with Regional Fundraising Mangers, National Events and Challenges Co Ordinator, Donor Care and Orphans Co Ordinator and the wider Fund Development team.
• Works closely with Finance, Communications teams
• Liaises at all levels within the organisation

Scope and Authority

• Provide administrative and secretarial support to the Fund Development team.
• Setup and maintain effective systems for collecting, collating, reporting data and communicating relevant information as required by Islamic Relief
• Carry out research to aid the development of new fundraising initiatives
• Assist with the co ordination and communication of fundraising activities

Key Accountabilities The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The following are the main responsibilities that the role holder will be accountable for:

1.To provide general support to the Fund Development Department

• Dealing with internal and external enquiries, book travel and accommodation
• Help co ordinate away days and facilitate team meetings and also responsible for arranging meetings for the department when required
• Raising invoices and expense claims on behalf of the team and assist with monitoring departmental expenses and income
• Liaising with colleagues across all departments
• Responsible to bringing to the attention of Head of Fund Development any issues of concern which may arise as a result of work and other function of Islamic Relief
• Responsible for maintaining a planner of all Community Fundraising, National events and challenges activities that can be made available to all staff and also responsible for diary keeping of the Head of Fund Development and other management in the fundraising team.
• Submitting briefs for marketing assets required by the team

2.To ensure clear information flow between the Fund Development Department and various functions of Islamic Relief

• Keep meeting minutes and follow up on action points
• Distribution of campaign, event and appeal materials such as printed literature
• Preparing presentations and documents for fundraising staff to promote work to various sections of the supporter base and wider community
• Archiving literature/outputs
• Deal with incoming correspondence and requests, drafting replies, etc. for approval
• Providing information to other departments

3. Support various Department activities

• To take part in regular briefings about Fundraising activities and disseminate information to other staff where appropriate.
• Help prepare processes, procedures and guidelines.
• Collating and analysing data from various activities.
• Assist with developing report templates for all departmental activities.
• Ensure reports are completed according to agreed timescales
• Keep a log of all activities
• To ensure that relevant assets and merchandise are prepared and delivered to the Fundraising staff according to agreed timescales.

4. External Communication

• Liaise with other departments and external bodies as and when required
• Make calls to donors, volunteers and supporters as required.
• Liaise with suppliers and external partners as when required.
• Producing letters on behalf of Fundraising staff.

5. Maintain fundraising, finance and administrative records;

• Produce reports as required.
• Assist with developing report templates for all departmental activities.
• Ensure reports are completed according to agreed timescales
• Maintain and order stocks of stationery, materials and merchandise; recording usage as required.

Other

• Any other task as deemed appropriate by line manager in improving the efficiency and performance of Islamic Relief.
• To work flexibly according to the demands of the organisation and to perform such other duties, within the competence of the post holder, which may be required, reasonably, from time to time, including work outside of normal hours.

General Duties of Islamic Relief Staff Member

• Contribute to the effective and efficient running of Islamic Relief as appropriate
• Participate, as appropriate, in Staff forums and Meetings
• Adhere to Islamic Relief's Policies and Procedures
• Represent Islamic Relief to the wider community as appropriate
• Treat all colleagues, volunteers and members of the public with dignity and work within and adhere to Islamic Relief's equal opportunities statement and policies.
• Ensure professionalism and credibility at all times
• Any other tasks deemed appropriate by manager within the scope of the role

Educational Qualification:

• Tertiary qualification/s in relevant & related discipline
• Experience in a secretarial or administrative role
• Significant voluntary or professional fundraising experience

Skills & Knowledge Required It is essential that the post holder shows a good understanding and empathy with the IslamicValues and principles as well as commitment to IRSA's vision and mission.

Experience

• Experience in managing day to day administrative tasks
• Experience planning, prioritising and working to tight timescales
• Experience in multi tasking and working on various projects at one time
• Experience of setting up and maintaining management information and data retrieval systems
• Experience of diary and correspondence management
• Experience of maintaining financial records

Knowledge, Skills and Attributes

• Excellent levels of computer literacy
• Excellent organizational skills
• Excellent communication skills, written and verbal
• Knowledge and understanding of using relationship management database software
• Ability to collate data and produce reports
• Ability to work effectively on own initiative and as part of a team, without close supervision
• Strong motivation and empathy towards the aims and objective of the organization
• Numerical skills, the ability to work accurately under pressure and pay attention to detail
• Ability to represent Islamic Relief in a wide range of situations
• Able to demonstrate a consistent approach to others with confidence and integrity
• Broad understanding of fundraising techniques and the specific value, role and techniques utilised within Fundraising activity
• Initiative - ability to formulate own ideas and action plans. Implementing own initiatives and those of others to achieve organisational objectives.
• Resilient and solution focussed - able to deal positively with setbacks, identify and implement solutions to difficulties
• Use information technology systems and packages within a work environment that will assist with this role.
• Fluent written and spoken English
• Willingness to be flexible about hours and location of work in order to accommodate events, functions and work activity.

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR's vision and mission as per below:
• Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
• Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
• Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God given human potential and developing their capabilities and resources.
• Compassion (Rahma): We believe the protection and well being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
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