ORGANISATION

Oxfam Kenya is an independent prospective Affiliate of Oxfam International. The birth of Oxfam Kenya is a response to Oxfam International’s decision to evolve and build the confederation as a globally balanced and diversified affiliate network. As an autonomous member of the confederation, Oxfam Kenya's affiliation is expected to promote social change in Kenya, bring Kenya's voice to the wider confederation, and amplify the East African and Pan African voices.  Oxfam is a worldwide development organization that mobilizes people's power against poverty. It is a confederation of 22 organisations (affiliates) working together with partners and local communities in over 79 countries.

DEPARTMENT PURPOSE

To raise funds for Oxfam's Kenya programme; To ensure quality and consistency in relationships with donors; To lead on contract management; To effectively support programme teams to develop and plan concept papers and proposals in accordance with country strategy and donor requirements and to manage and report on their funds.

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.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.