The Donor Relations Associate supports the Donor Focal Points in the donor group by ensuring that the recording and tracking of contributions (cash) is timely and accurate, while following up regularly to ensure that each contribution adheres to proper procedure.
DRRM procedures regularly evolve and all staff must be flexible to adapt to and learn new rules.
The incumbent is under the direct supervision of the Senior Donor Relations Officer. The donor group interacts with the rest of DRRM;
thus the incumbent has regular exchanges with other staff in the Service. S / he also liaises directly with Bureaux Desk Officers, Programme Associates, Treasury and Budget Section.
Externally, the incumbent may have contacts with DRRM's working level counterparts at Permanent Missions in Geneva regarding meetings and some reporting issues.
Contributions (cash) from government donors are promptly and accurately recorded, representing donor intents.
Contributions are tracked with a view to monitoring payment and allocation of funds, monitoring of expenditures of funds, and to ensure reporting deadlines and requirements are met.
The Head of the Donor Group and other Donor Focal Points receive relevant information related to contributions recording.
Internal and external correspondence is drafted in the appropriate form and in a timely manner.
Meetings with donor representatives are arranged
Prepare standard forms for funding submissions, revision requests and donor reports.
Prepare / dispatch acknowledgement letter in response to donor's pledge.
Assist in analyzing the donor pledge / agreement in view of extracting and reflecting appropriate information / details in the MSRP "Contribution Management" system.
Record cash contributions accurately in MSPR "Contribution Management" system reflecting the donor's earmarking, reporting requirements, payment information and relevant conditions as specified in the donor's pledge / agreement.
Ensure accurateness and completeness of supporting documents related to a particular contribution.
Run receipt report related to donor payment from MSRP (AR), prepare thank you letter and liaise with finance.
Follow-up on unpaid pledge and keep Finance informed of any required changes and actions.
Liaise, as necessary, with Treasury, DRRM Income Management and Funding Analysis Unit and relevant DRRM Regional Focal Points.
Assist in drafting correspondence.
Set up and manage the filing system of all donors covered by the incumbent (eSafe and paper) and update multiple tables.
Organise programmes of visits, meetings and the annual consultations with relevant governmental donors, as well as for donor missions to the field when required.
Provide back-up for other Donor Relations Assistants and on particular issues for Donor Focal Points during their absence.
Undertake any other tasks as required by the Service.
Decide the priority of tasks.
Raise Contribution Details (CD) in MSRP.
Draft internal and external correspondence regarding donor contributions.
Follow-up with working level counterparts at Permanent Missions on details of contributions.
Alert Donor Focal Points when deadlines are approaching.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher in Business administration or a related field.
Knowledge of UN (specifically UNHCR) procedures is necessary.
Excellent knowledge supported by training of MS Word, MS Excel PeopleSoft.
Excellent knowledge of English.
Experience in English drafting and editing is crucial.
Required Competencies :
Innovation and Creativity
Planning and Organizing
DESIRABLE QUALIFICATIONS & COMPETENCIES.
Understanding of other computer software.
Statistical and mathematical competencies or accounting skills.
Relevant UNHCR learning programmes such as Effective writing.
Knowledge of French.