Donor Relations Coordinator – Brussels, Belgium

Mission

Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect by Armed Groups and de Facto Authorities (AGDA) for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call focuses its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict, working towards the elimination of gender discrimination, protection of civilian infrastructure and humanitarian access.

Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Description

As part of the Donor Relations’ team, the Donor Relations Coordinator is responsible for ensuring the excellence of relationship management of donors (creating and nurturing relationships of trust) and providing relevant support to the fundraising activities throughout the organization. This includes coordination, facilitation and tracking of the various donor engagements as well as overall grant management and coordination of grant compliance. The ownership of specific relationships is dependent on the context (in country, regional, thematic, operational, political) however the Donor Relations Coordinator, coordinates aspects of the relationships that run across the organization and that are related to programme donors within her/his portfolio.

Main Responsibilities

The main role of a Donor Relations Coordinator is to cultivate and maintain positive relationships with donors within the assigned portfolio (European Union, Belgique & Luxembourg) by supporting fundraising activities, providing personalized communication and stewardship, managing donor information and evaluating donor engagement to inform strategic efforts. The Donor Relations Coordinator serves as the focal point for ensuring relations and compliance with all grant obligations and providing relevant support to the fundraising activities throughout the organization. The Donor Relations Coordinator provides guidance on the implementation according to donor obligations, ensures clear communication on the timeliness and quality of reports, provides analysis and oversight to ensure compliance, and coordinates aspects of the relationships that run across the organization and that are related to programme donors within her/his portfolio.

Donor communication & and cultivation of relationships

• Develop and maintain strong relationships with EU, Belgium & Luxembourg donors, ensuring positive interactions and engagement.
• Serve as a point of contact for EU, Belgium & Luxembourg donors, providing them with updates on organizational activities, impact reports, and other relevant information.
• Implement stewardship strategies to recognize and retain EU, Belgium & Luxembourg donors, such as exclusive events, donor appreciation programs, and personalized communications.
• Develop and manage relationships with relevant EU instruments and representatives and serve as the primary Geneva Call’s focal point for fundraising purposes within the EU, Belgium & Luxembourg donors.
• Represent and/or coordinate the representation of Geneva Call at different levels involving fundraising responsibilities, while engaging with relevant stakeholders in EU, Belgium & Luxembourg.
• Plan and accompany high-level meetings with EU, Belgium & Luxembourg donors for the relevant staff of Geneva Call as per needs identified.
• Support Geneva Call relevant staff/Heads of Mission in establishing and building relationship with EU, Belgium & Luxembourg donors and in the development of targeted messaging involving fundraising and management of donor relations aspects.

Resource mobilisation – Fundraising

• Conduct research to identify prospective instruments for fundraising within EU, Belgium & Luxembourg donors, assess their capacity and interest, and develop strategies for cultivation and solicitation.
• Identify and capture funding opportunities, their timing and requirements, according to the needs of the Geneva Call’s programmes.
• Monitor EU, Belgium & Luxembourg funding opportunities, developments and potential partners aligned with Geneva Call’s thematic and geographic priorities.
• Ensure regular communication with Headquarters (HQ), regional and country offices on funding related meetings and interactions with the EU, Belgium & Luxembourg at country and capital level.
• Assist in the planning and execution of fundraising events, including donor cultivation events.

Grant development & management (including compliance)

• Coordinate strategic positioning opportunities at EU, Belgium & Luxembourg level (consultations, discussions, forums and others) linked to potential funding opportunities.
• Support grant development/applications to EU, Belgium & Luxembourg donors and reporting efforts by providing donor-specific information and ensuring compliance with grant requirements.
• Drive the adherence to relevant donor requirements, regulations, and ethical standards related to fundraising and donor relations. Provide guidance on the fulfilment of grant obligations (including operational, administrative and financial), and drive the information gathering and reporting processes.
• Serve as liaison with donors in grant negotiations and management.
• Ensure timely and personalized acknowledgment of donations, including thank-you letters, emails, and other forms of recognition.
• Works with the programme teams and the Admin/Finance Department to produce accurate and timely reports to deliver to donors.
• Coordinate with other departments, such as Regional Units, finance, HR and program management, to ensure alignment in donor communications and stewardship efforts.

Data Management

• Maintain accurate records of donor information and interactions in the organization’s database, ensuring data integrity and compliance with privacy regulations.
• Complete data requests and other information pertinent to complying with prospective and current donor requirements.
• Maintain records of correspondence related to pre- and post-award grant activities within the organizations grants management files.
• Maintain a record keeping system to track grant deadlines, dates and future activities required to secure funding.
• Track and analyse donor engagement metrics, such as retention rates, donation patterns, and event attendance, to evaluate the effectiveness of donor relations strategies and inform future initiatives.
• Stays informed about best practices in donor relations and fundraising, seeking opportunities for professional development and implementing innovative approaches to enhance donor engagement and support.

Additional responsibilities

• Provides support to strengthen capacities of field and HQ staff on donor requirements/compliance aspects.
• Regularly travels within EU, Belgium & Luxembourg and HQ to support donor relations & fundraising activities.
• Occasionally travels abroad to support Geneva Call’s field missions, when relevant.

Internal Relations

• Reports to Head of Donor Relations, directly coordinates with the Head of Office in Brussels and relevant units at HQ, regional and country level as appropriate for support on EU, Belgium & Luxembourg engagement and funding related topics.

Main qualifications

Technical skills and experience

• At least 5 years of work experience in the fields of development cooperation, peace building and/or humanitarian aid.
• Relevant experience in managing EU funded activities in countries and engaging EU institutions in Brussels.
• Knowledge of European funding instruments and priorities, including resource mobilisation mechanisms with several EU institutions.
• Strong diplomatic, networking, advocacy, and external representation skills
• Proven experience in project management. Experience in strategy design and implementation.
• Understanding of financial reporting.
• Written and spoken fluency in English and French; knowledge of a third EU language is an asset.

Education

• An advanced university degree in a relevant field (Development or social studies, International Human Rights Law, International Relations, etc.).

Personal skills

• Ability to work independently and as part of a team.
• Ability to prioritize and manage complex functions.
• Sensitivity to/understanding of political and conflict dynamics.

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.

Conditions

• Position : Donor Relations Coordinator
• Department: Donor Relations
• Type of Contract: Open-ended
• Activity rate: 100%, full-time position
• Work place: Brussels, Belgium
• Preferred start date: 1st July, 2024