Position Identification

Position Title: Orphans Officer

Organisation: Islamic Relief South Africa

Location: Capetown, South Africa

Reports to: Donor Care and Orphans Co-ordinator

Line Management Responsibilities: None

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

This is a vital supporter-facing role, providing an excellent level of service to Islamic Relief’s donors in line with the standard defined. This involves handling both general and orphans related enquiries (in all formats), the administration of South Africa orphans one to one sponsorship program and maintaining donor records on the database, ensuring that information held is accurate, securely, appropriate and up-to-date.

Scope and Authority :

Reporting to the Donor Care and Orphans Co-ordinator the Orphans Administrator has the responsibility for the administration of the One to One Orphans Sponsorship program in the South Africa office,maintaining and updating accurate donor records on the relationship management database software and Al Yateem database, supporting the implementation of processes agreed within the Fund Development Department and progressing with activities assigned by the Donor Care and Orphans Co-ordinator within agreed criteria but without further reference.

This role is responsible for ensuring that data on relationship management database software and AlYateem is accurate, updated and accessible. The job holder also has responsibility for maintaining email, paper and electronic filing system relating to Orphans related work.

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. One to One Orphan Sponsorship Administration

  • Edit and authorise orphans biodatas and progress reports according to Orphans & Child Welfare Department Policy and Procedures.
  • Fulfilment of biodatas and progress reports to the agreed format and set time.
  • Administer new sponsorship via all income streams.
  • Administer orphans cancellations by donors and field offices.
  • Maintain email, paper and electronic filing systems relating to all orphans & child welfare work including current and archived information.
  • Act as a first point of contact for all orphans/child welfare related issues, for both internal and external queries
  • Ensure a professional service is delivered and high quality standards are maintained at all times.
  • Verify sponsorship payments are up to date and take appropriate action.
  • Generate monthly regular giving and annual orphans sponsorship payment notifications.
  • Proactively maintain awareness and knowledge of campaigns and appeals.
  • Generate monthly reports with payment updates from donors and to head office.

2. Donor enquiries

  • Ensure that donor related enquiries are handled in a professional manner whilst maintaining high standards at all times.
  • Entering the donor details and particulars of the enquiries onto the relationship management database software, responding to these enquiries verbally and/or by using standard or drafting tailored written responses, dispatching leaflets, information packs and acknowledgement letters.
  • Handle all enquiries from donors by telephone, letter and the internet and bring to conclusion.
  • Ensure that all enquiries are handled within agreed standards.
  • Entering the donor details and particulars of the enquiries onto the database
  • Responding to these enquiries verbally and/or in writing

3. Database

  • Ensure records on relationship management database software and AlYateem database are accurate and up-to-date. This involves inputting, amending, maintaining donor details on the database including complex data handling and data cleaning
  • Provide reports to other departments requesting information from the relationship management database software and AlYateem database

4. Communications

  • Work closely with key stakeholders in the organisation to ensure all Orphan Sponsorship related work is kept up-to-date and that service to donors is co-ordinated and continuous.
  • Communicate performance with line manager.
  • Participate in meetings requested by line manager and to ensure that decisions from any meetings are followed up.
  • Liaise with relevant external organisations as and when required.
  • Proactively maintain awareness and knowledge of Campaigns and Appeals.
  • Participate in meetings as and when required in the Fund Development team.

5. Administrative Support

  • Assist in the induction and coaching of new staff as required and provide feedback where necessary.
  • Review and update documentation of relevant procedures within own remit according to the requirements of Fund Development Department
  • Ensure duties are in line with Popi Act, Child Protection Policy, Safeguarding Policy and other Islamic Relief Policies Other
  • Any other task as deemed appropriate by line manager in improving the efficiency and performance of Islamic Relief.

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 polices.
  • 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 administrative role
  • Experience in customer service

Skills & Knowledge Required

It is essential that the post holder shows a good understanding and empathy with the Islamic Values and principles as well as commitment to IRSA’s vision and mission.

Essential criteria

  • Good levels of computer skills with experience of working with databases and competent in Microsoft Office applications such as Word, Excel and Power Point.
  • Experience of working in customer service environment
  • Excellent verbal and written communication skills
  • Good standard of numeracy
  • Ability to work unsupervised and as part of a team
  • Ability to work in a methodical manner with attention to detail
  • Ability to plan, prioritise and deliver on tight timescales and work under pressure
  • Ability to input data accurately and efficiently
  • Willingness to work longer hours, including weekends, during peak campaigns
  • Strong empathy for the aims and work of Islamic Relief

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:

 Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.

 In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity

 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.

 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.

 We uphold our duty of custodianship over the earth, itsresources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.

Closing date: COB 31st January 2022

Please forward a copy of the completed application form, which is available on our website at www.islamicrelief.org.za/about-us/vacancies/current-vacancies/ , a 1 page motivational letter and your CV along with a certified copy of your ID document to [email protected] before the 31st January 2022.

Dearest applicant, kindly consider the following:

If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted.

Please note that if you do not hear from us by 4th February 2022, consider your application unsuccessful.

Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.

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