Donor Systems Analyst at Oxfam

JOB PURPOSE

• Reporting to the Business Development Lead, the Donor Systems Analyst is responsible for managing, maintaining, and optimizing donor and fundraising databases to support the Oxfam Kenya’s fundraising and donor relations goals. This role ensures data integrity, drives insights through reporting and analytics, and provides technical and operational support to fundraising, senior management team and donor relations teams.
• The Analyst serves as the bridge between technology systems and the development team, helping to maximize the value of donor data for strategic decision-making and relationship management. The analyst will be involved in the whole donor funding cycle (identification, qualification, cultivation, solicitation and stewardship) ensuring that the necessary systems and tools are in place and maintained for business development purposes.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Business development support

• Ability to fund raise and use the fund-raising knowledge and experience to provide systemic sypport.
• Support and provide quality control of all aspects of contract management, particularly business rules compliance.
• Coordinate and share contract management information with programme staff, regional funding team, regional finance as required.
• Support with contracts quality checks
• Active involvement in business development processes as defined by Oxfam Kenya
• Track and share with relevant management teams Key performance Indictors related to fundraising, reporting and contract management.
• Participate in funding team activities and contribute to development of team and shared objectives.
• Attend planning and training meetings and uphold standards developed by funding to ensure consistency across programmes.
• Ensure key information on new contracts is populated in PeopleSoft - follow-up on getting things right, ensuring the correct documents are uploaded.
• Advise the Business Development Lead on a monthly basis on the status of project and contract information drawing attention to shortfalls, risks, inconsistencies and priorities for actions.
• Support, where necessary, the OKE teams to ensure compliance, through coaching, training and providing timely assistance.
• Support the capacity building and induction activities for all relevant staff on grant management, donor compliance and system support extending this to OKE partners.
• Support with seeking necessary business development sign-offs as per laid out procedures.
• Support with all aspects of donor contract management including set-up, reporting, compliance and closure

 Database Management & Maintenance

• Manage and maintain the donor management system ( OPAL and CRIMSON.) and any other systems that will be established as OKE transits to be a full affiliate.
• Ensure data integrity, consistency, and accuracy across all donor and constituent records.
• Oversee data imports, exports, global changes, and system configurations.
• Implement and maintain data hygiene processes and deduplication protocols.
• Support with management of data in Oxfam’s funding pipeline systems called OPP.

 Reporting & Analytics

• Design, generate, and automate reports and dashboards for fundraising, stewardship, and campaign tracking.
• Analyze donor trends, giving patterns, and segmentation to support targeted fundraising strategies.
• Provide insights and recommendations based on data analysis to improve donor engagement and retention.

User Support & Training

• Serve as the primary technical resource for database users, providing troubleshooting and end-user support.
• Develop training materials and conduct sessions for staff on database functionality and best practices.
• Document system procedures, data standards, and business rules.

Systems Integration & Enhancement

• Collaborate with IT and third-party vendors to integrate the donor system with other platforms (e.g., email marketing, financial systems, online giving portals, event management tools).
• Evaluate new tools and technologies to enhance donor data management and reporting capabilities.
• Participate in system upgrades, testing, and implementation of new features.

Compliance & Data Security

• Ensure all donor data handling complies with privacy regulations (e.g., GDPR, HIPAA, CAN-SPAM, or relevant local laws).
• Support data governance policies and maintain proper documentation for audits and gift processing compliance.

Person specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here).
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Experience, Knowledge and Competencies

ESSENTIAL

• Business development systems: Have good knowledge and understanding of business development. Experience in developing/managing proposal development and coordination, grant writing, contract management systems in an international non-governmental organisation.
• Self-awareness: knows, owns and acknowledges their own strengths,  limitations and biases, understands impact of their  behaviour and style of working on others and the organization as a whole, is willing to adapt behaviour where necessary, invests in learning and developing themselves.
• Developing Others:  is aware of strengths,  limitations and needs of staff and partners, looks to develop potential in them, gives feedback to stimulate improved performance, provides the space to learn from mistakes, makes training advice, support readily available and identifies opportunities for developing others.
• Influencing others: identifies critical people in funding decision processes, uses a range of approaches and  style to steer appropriate action, builds a strong network that facilitates achievement of goals.
• Decision Making: takes timely decisions following appropriate consultation but not necessarily full consensus, does not delay decisions for that “last piece” of information, ensures that decisions are communicated to those needing to know, takes responsibility for the associated outcomes of decisions, and follows through to implement actions from decisions.
• Tenacity: gets things done despite setbacks, sticks with the problem with perseverance and determination balanced with a good sense of when things should be let go, continues to act despite frustrations or obstacles to accomplish objectives
• Relationship Building: identifies, initiates, develops and maintains working relationships that are of mutual benefit to both yourself and the other party

In addition:

Technical Skills, Knowledge and Experience

• Minimum requirement is a university degree or equivalent in Bachelor’s degree in Information Systems, Data Analytics, Business Administration, communication, social sciences.  
• Minimum 5 years of experience working with funding pipelines, donor databases or CRM systems, contract management systems in a non-profit.
• Sound knowledge of the funding context and trends in Kenya.  
• Attention to detail especially in reviewing and editing of complex proposals and reports.
• Knowledge of major donor priorities, strategic priorities, and approaches to funding of civil society organisations.
• Knowledge and experience of donor contract management or donor compliance management.
• Proven ability to identify new business opportunities and partnerships.
• Experience of collaborating with and leading technical teams to develop program proposals that are funded by institutional donors.
• Demonstrable experience and success in engaging with bilateral and multilateral donors for an international agency like Oxfam.
• Hands-on experience with data management, reporting, and analytics tools (e.g., Excel, Power BI, Tableau).
• Experience with database query tools (e.g., SQL, Crystal Reports, or similar).
• Superior verbal and written communications skills in English with ability to analyse and synthesise complex issues.
• Excellent computer skills, including various office applications and internet navigation.
• Strong networking, representational, and negotiation skills.
• Ability to work effectively with others within a multicultural, multilingual, and multidisciplinary national and global team across institutional boundaries and business units.
• Ability to make effective, timely decisions and take prudent risks.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and data accuracy.
• Ability to translate data into actionable insights.