H (no hardship)
Residential location (if applicable)
Staff Member / Affiliate Type
Regular > Regular Assignment
March 27, 2023
Donor Relations Associate
Organizational Setting and Work Relationships
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. Donor Relations Associate jobs are based only in Geneva Headquarters, major donor capitals or Regional Bureaux
The incumbent is normally 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 and Divisions. Externally, the incumbent may have contacts with DRRM's working level counterparts at Permanent Missions in Geneva regarding meetings and some reporting issues.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
- 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 "Contribution Management" system.
- Record cash contributions accurately in "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 the ERP (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.
- Decide the priority of tasks.
- Raise Contribution Details (CD) in the ERP system.
- 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.
- Perform other related duties as required.
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Business Administration or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Knowledge of UN (specifically UNHCR) procedures. Excellent knowledge supported by training of MS Word, MS Excel PeopleSoft. Experience in English drafting and editing.
Understanding of other computer software. Statistical and mathematical competencies or accounting skills. Relevant UNHCR learning programmes such as Effective writing.
*CO-Drafting and Documentation
FI-Financial Accounting - Modified cash-based accounting as per international standards
(Functional Skills marked with an asterisk* are essential)
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
Planning and organisational skills:
The incumbent needs to be very organised and structured in his/her approach to work, since the section covers a large number of donors with quite different requirements, and the demand for timely and appropriate recording and tracking of their contributions is high. S/he needs to identify priority activities, in consultation with the Donor Focal Points, adjust as required, foresee contingencies when planning and use time efficiently. The incumbent also supports the Donor Focal Points by organising and servicing major meetings with stakeholders, and by ensuring proper and up-to-date filing of relevant documents and correspondence.
Analytical and numerical skills:
The work of the Donor Relations Associate entails not only the recording and tracking of donor contributions, ensuring compliance with all donor requirements, but also analysis of pledges, and extracting and reflecting relevant details in UNHCR’s contribution management system. This also requires meticulous attention to detail.
Technological awareness and commitment to learning:
The incumbent needs to be familiar with the technological systems and tools that DRRM uses, in particular for contribution management. As the system is changing in the coming year, s/he will need to adapt and learn to work with the new system and procedures quickly.
Working with several Donor Focal Points requires good communication and interpersonal skills. The incumbent also needs to establish his / her own internal network, including with colleagues in DFAM, DSPR, Treasury and Regional Bureaux, in order to obtain required information and advice quickly, or to jointly find solutions to problems.
Ability to manage a stressful work environment:
The demand for timely recording, issuance of Cash Flashes, disbursement requests and other tasks related to contribution management can be high. An ability to be able to perform under a stressful work environment is therefore important.
English essential; French desirable
Required languages (expected Overall ability is at least B2 level):
Nature of the Position
The position of Donor Relations Associate is responsible for recording and tracking incoming pledges from other UN agencies, World Bank and AfDB within the Humanitarian Financing and Field Support Section of DRRM.
The Donor Relations Associate is responsible for providing general support to ensure smooth-running groups, notably through timely acknowledgement and recording of contributions and subsequent dissemination of information through Cash Flashes, drawing particular attention to financial/narrative reporting requirements, issuing disbursement requests, ensuring compliance with narrative reporting requirements, and liaising with Financial Control Section (Budapest) on donors’ strict financial reporting requirements so that this is completed in a timely manner, and follow-up and consolidate input for projections. Furthermore, the Donor Relations Associate will contribute to maintaining and filing documentation of the Section and make it available to relevant internal and external parties. Documentation includes funding updates, RRPs, training materials etc. Carrying out this function, the Donor Relations Associate works closely with all members of the HFFSS team
In addition, the incumbent is responsible for up-to-date filing, setting up and servicing main meetings with stakeholders as required and preparing documents for same; arranging ad-hoc meetings at the request of the donors. The incumbent is also expected to provide back-up functions to other support staff as required.
CO-Drafting and Documentation, CO-Editing, FI-Financial Accounting - Modified cash-based accounting as per international standards, IT-Computer Literacy
Business Administration - Other, HCR Learning Program - UNHCR, HCR Writing Effectively Learning Program - UNHCR
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Innovation & creativity, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
Candidates might be required to sit a test.
Recruitment as UNHCR staff member is subject to proof of vaccination against Covid-19.
English essential; French desirable.
This position doesn't require a functional clearance