Job Description

Job Title: Restricted Funding Development Officer

Job ref: FC1318

Reports to: / Development Manager, with a dotted line report to the Heads of Department in International Development (IDUK)
Responsible for: / No line management responsibilities but may work with volunteers where appropriate
Location: / Central London
Salary: / Circa£38,267per annum
Staff Benefits: / 25 days’ annual leave, contributory pension, life assurance
Hours: / 35 hours a week, 9am to 5 pm, Monday to Friday
Conditions: / Fixed Term contract for 12 months
Closing date: / 19th February 2014

Departmental Structure and Position of the Role:

Major Relationships Team

International Development Team (IDUK)

Position of the role

The post-holder will be a member of both the Major Relationship Team, Fundraising and Communications, directly reporting to the MR Development Manager, as well as a team member and sitting with the IDUK Regional Team and attending team meetings and briefings.

The Major Relationships Team, Fundraising and Communications

This team is responsible for raising income in the UK from HNWI, Trusts and Charitable Foundations and Companies to support the Brooke’s international projects.

The Regional Desk Team, IDUK

The post holder will physically sit with IDUK Regional Desk team members and be invited to relevant IDUK team meetings.This team is responsible for providing strategic direction and continuous support to Brooke funded projects and programmes and developing and implementing the Brooke’s international advocacy work to make a lasting difference to working equine welfare.

Background

The Brooke has always received some restricted funds which have been managed informally. However, with the planned and substantial growth in restricted income, a pilot project has been set up to develop and refine processes and systems to mainstream, streamline and improve the way we manage restricted funds. The pilot is being pilotedin four countries before the pilot learning is consolidated and rolled across the Brooke global family.

Purpose of role:

The purpose of the role is to develop and review the restricted funding pilot project working collaboratively with colleagues across IDUK, country programmes, fundraising and finance, to embed the restricted funding project into the organisation’s mainstream systems and processes.

  1. To set up the restricted funding pilot project, and develop, maintain and review processes for restricted funds management
  2. To edit proposals and concept notes produced by country programmes, shaping them for specific donor requirements
  3. To co-ordinate, liaise and provide support with/to country programmes with the different aspects of restricted funding project and processes
  4. To build capacity in the country programmes to develop high quality proposals and reports on restricted funding projects in line with Brooke’s restricted funding procedures.
  5. To develop workshops and training to roll out understanding, templates and procedures
  6. To review the restricted funding processes and make recommendations for effective roll-out post-pilot
  7. To set up and review reporting systems for restricted funding
  8. To liaise with finance and fundraising to set up and/or review processes and systems for restricted funding income, expenditure reports, pledges, commitments and distribution codes
  9. To develop Cases for Support for Restricted Project proposalsto generate donor interest and set-up processes for ensuring the fundraising team have access to information for funding proposals.

Key tasks and responsibilities

Process development, consultation and documentation, working collaboratively across fundraising, finance, IDUK and country programmes

  1. Draft templates, procedures, guidance (including consultation, review and finalisation) for the management of restricted funds.
  2. Draft and update Frequently Asked Questions/Briefing materials about the Restricted Funding project.
  3. Revise grant agreements appropriately to reflect restricted funding
  4. To review and develop systems for recording information on future pledges and commitments, such as the Restricted Funding Tracker
  5. To set up and develop a restricted funding calendar and issue reporting reminders
  6. To set up and review system for internal agreements to be set up for restricted funding projects.
  7. To review procedures and templates and make recommendations on future improvements
  8. Liaise with finance to set up improved systems for income and expenditure reports for restricted funded projects, and ensure any problems and errors are addressed (SUN, Care reports)

Coordination, liaison and support

  1. Working alongside the different teams, manage the restricted funding aspects of the planning and budgeting process including liaison with finance and planning and reporting group during the pilot
  2. Provide advice and support to country programmes on concept note development, proposal checking and input, reporting etc
  3. To help identify issues and potential obstacles with the piloting of the restricted funding process, and propose and recommend solutions and changes needed.
  4. Set up, develop and review processes for collecting, co-ordination, reviewing, giving feedback and finalising concept notes in the planning process
  5. To set up systems for the collection and regular publication of information and guidance on prospects and donor interests from major relationship account managers to IDUK and country programmes
  6. To set up quarterly reviews of quarterly reports from all countries for restricted funding projects information for relevant fundraisers
  7. To set up, plan and coordinate the joint quarterly meetings to review funds with IDUK, finance, fundraising and country programmes, including standard agenda, attendees etc

Training and roll out

  1. Develop workshops/training to roll out templates and procedures
  2. Roll out training to non-pilot countries
  3. Review pilots with pilot countries, gathering and evaluating feedback, and make recommendations for the project

Information management systems and information/data migration

  1. Work with IT to set up central document storage and naming conventions
  2. Coordinate process to move all current restricted funding projects info to central storage

Cases for Supportinformation materials and Restricted Project Proposals

  1. Towork closely with the Development Manager to help develop Cases for Support for Restricted Project proposals.
  2. To set up and review systems to ensure the Major Relationships team has access to information on the full range of the Brooke’s programme activities and evidence-based outcomes.

General

  1. Follow the Brooke’s equal opportunities statement which aims to clarify the value we place on diversity and steps we take to promote equality of opportunity for all.
  2. Perform such additional tasks as may reasonably be requested from time to time by the Line Manager.

Brooke Competencies / Skills & Abilities
Self-Management / Taking responsibility for own actions, behaviours and outcomes
Learning / Taking responsibility for own learning and fostering growth and development in others
Relationship Building / Creating and maintaining harmonious and constructive working relationships with others internally and/or externally
Planning and Organising / Ensuring that time and resources are utilised to best effect for the achievement of the Brooke’s goals and our mission and that others are committed to agreed courses of action
Effective Decision Making / Making clear, informed and timely decisions that lead to effective outcomes in line with the Brooke’s mission.
Change and Improvement / Seeking out and developing new ideas and approaches, responding positively and constructively to change and fostering a culture of continuous improvement
Collaboration and Cooperation / Working respectfully, effectively and collaboratively with others in your team, across the organisation and externally to deliver effective outcomes
Communication & Influence / Communicating clearly, concisely and compellingly in a manner that is appropriate to the audience. Engaging respectfully with others both internally and/or externally to persuade them to adopt courses of action that are in the best interests of the organisation and the animals.

Person Specification

The skills, abilities, experience and knowledge outlined below provide a summary of what is required to carry out this job effectively. They also form the selection criteria on which the decision on who to appoint will be made. Please ensure that you show how you meet the criteria outlined below in your application.

Knowledge and experience / Essential / Desirable
1 / Restricted funds: significant experience of working with restricted funds, including the management of programme proposals, funding and reporting / 
2 / Income Generation: significant experience and a successful track record in raising and managing restricted funds from charitable trusts and preferably individual donors, and/or institutional funders / 
3 / International programme funding: significant programme funding experience working with partners and/or branches of international NGO. / 
4 / Planning and processes & Project Management: significant experience of setting up, developing, managing and reviewing processes for restricted programme/project funds and ensuring the projects remain on track. / 
5 / Training and workshops: solid experience of preparing, facilitating and reviewing training and workshops on managing restricted funds process / 
6 / Report and Proposal Writing: experience of producing written reports and proposals, delivering quantitative and qualitative information in both formal and informal styles / 
7 / Advice and support: experience of providing advice to colleagues on different aspects of the restricted funding process e.g. Developing concepts, writing reports etc. / 
8 / Communication skills: excellent communicator with strong presentation skills and the ability to work effectively with a diverse range of individuals / 
9 / Relationship building 1: proven experience of building productive one to one relationships, internally, working effectively across departments and country programmes / 
10 / Relationship building 2: an understanding of the voluntary sector and motivations and needs of individual major donors, corporates and charitable foundations / 
11 / Budgeting: experience of producing budgets and reports for funders / 
12 / IT: A good understanding and experience of working with databases, and Microsoft Office, PowerPoint / 
13 / Information management: experience in gathering, compiling and signposting information resources for colleagues and utilising IT for the storage and retrieval of information sources. / 
15 / Writing: demonstrable experience of writing fundraising, PR and marketing materials and internal documents in a clear, motivating and concise way. / 
16 / Quality: proven experience of attention to detail and an ability to persistently follow up information needs for fundraising and maintain accurate donor records / 
17 / Professional / technical qualifications: GCSE Mathematics and English or equivalent; familiar with the Institute of Fundraising codes of practice relating to fundraising, and major donor and trust fundraising in particular, and a basic knowledge of UK tax law relating to major giving and Data Protection legislation. / 
18 / Travel: Willingness and ability to travel within the UK and to work occasional weekends and evenings in line with business needs. Occasional overseas travel may also be necessary. / 

This job description is a written statement of the key aspects of the above job. This document details the main responsibilities, tasks and includes a note of the skills, knowledge and experience required for a satisfactory level of performance. A job description is not intended to be an exhaustive account of all aspects of the duties involved.