Donor Relations Associate

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
  • Posted:
    2 months ago
  • Category:
    Diplomacy and Protocol, Partnership and Resource Mobilization
  • Deadline:


Hardship Level (not applicable for home-based)


Family Type (not applicable for home-based)


Staff Member / Affiliate Type


Target Start Date


Job Posting End Date

January 10, 2024

Terms of Reference

UNHCR India is seeking a dynamic and proactive team player who can support the operation with the overall coordination of Donor Relations, and other activities related to external relations in the operation. The incumbent will play a key role in generating resources to support refugees.

S/he will be responsible for building and fostering donor and stakeholder support and to mobilize resources as per the operation’s objectives. The Donor Relations Associate is a member of the External Relations (ER) Unit of UNHCR India and reports to the Assistant External Relations Officer.

The incumbent will be based in New Delhi and will support the operation in donor prospecting, resource mobilization, donor relations and reporting. Overall, the Donor Relations Associate will:
1. Act as the focal point for stakeholder stewardship and reporting initiatives for UNHCR India closely working with various teams within the operation and with UNHCR Regional Bureau for Asia and the Pacific and the Division of External Relations.
2. Support in monitoring of income and expenses, as well as planning, reporting and budgeting for resource mobilization.
3. Lead the development of relevant products for internal and external communications, reporting on the overall operations, jointly with the field-based programme teams and relevant functional units.

The candidate shall:

– As delegated by the supervisor, support the outreach to and engagement of donors, and all activities relevant for the acquisition and strengthening of relationships with them, depending on the local context.
– Support donor cultivation and stewardship by drafting and/or adapting compelling proposals, reports, fact sheets and other materials targeting major donors, including private donors, in close collaboration with DRRM and PSP’s teams at the Regional Bureau for the Asia Pacific and global teams.
– Prepare necessary research and materials for meetings with prospects and donor partners and follow up with supervisor and concerned staff on meeting outcomes and due tasks.
– Support the development of donor/partner recognition and acknowledgment tools for donor partners, including providing support with video production, press releases / conferences, and social media visibility.
– Draft letters, project concept notes, proposals, progress report, and donor reports.
– Research, archive and maintain information on donor partners and new prospects, including keeping up to date biographical information, key philanthropic activities, up to date capital information, moves and actions plans (cultivation plans), tasks and events.
– Support the preparation of internal and external workshops, meetings and networking events which help the cultivation and stewardship of donors, including overseeing logistical aspects.
– As delegated, and in collaboration with administrative colleagues, support colleagues from global teams with procurement, administrative and travel matters.
– Organise programmes of visits, meetings and the consultations with relevant governmental donors, and support the successful organization of donor missions to the field when required.
– Assist in the creation and dissemination of promotional materials for campaigns targeting government and private donors to ensure compatibility, timing and best results.

Candidates with experience in the roles described above and have proven skills in mobilising resources, with excellent writing, communication and analytical skills would have an advantage.

This position is open only for Indian nationals. Shortlisted applicants will have to undergo a written test and/or interview as part of the selection process.
The selected candidate will also be required to work at UNHCR partner locations in New Delhi.

Standard Job Description

Donor Relations Associate

Organizational Setting and Work Relationships
The Donor Relations Associate supports the Donor Focal Points in the donor group by ensuring that the recording and tracking of contributions (cash) is timely and accurate, while following up regularly to ensure that each contribution adheres to proper procedure. DRRM procedures regularly evolve and all staff must be flexible to adapt to and learn new rules. Donor Relations Associate jobs are based only in Geneva Headquarters, major donor capitals or Regional Bureaux
The incumbent is normally under the direct supervision of the Senior Donor Relations Officer. The donor group interacts with the rest of DRRM; thus the incumbent has regular exchanges with other staff in the Service. S/he also liaises directly with Bureaux and Divisions. Externally, the incumbent may have contacts with DRRM’s working level counterparts at Permanent Missions in Geneva regarding meetings and some reporting issues.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

– Prepare standard forms for funding submissions, revision requests and donor reports.
– Prepare/dispatch acknowledgement letter in response to donor’s pledge.
– Assist in analyzing the donor pledge/agreement in view of extracting and reflecting appropriate information/details in the “Contribution Management” system.
– Record cash contributions accurately in “Contribution Management” system reflecting the donor’s earmarking, reporting requirements, payment information and relevant conditions as specified in the donor’s pledge/agreement.
– Ensure accurateness and completeness of supporting documents related to a particular contribution.
– Run receipt report related to donor payment from the ERP (AR), prepare thank you letter and liaise with finance.
– Follow-up on unpaid pledge and keep Finance informed of any required changes and actions.
– Liaise, as necessary, with Treasury, DRRM Income Management and Funding Analysis Unit and relevant DRRM Regional Focal Points.
– Assist in drafting correspondence.
– Set up and manage the filing system of all donors covered by the incumbent (eSafe and paper) and update multiple tables.
– Organise programmes of visits, meetings and the annual consultations with relevant governmental donors, as well as for donor missions to the field when required.
– Provide back-up for other Donor Relations Assistants and on particular issues for Donor Focal Points during their absence.
– Decide the priority of tasks.
– Raise Contribution Details (CD) in the ERP system.
– Draft internal and external correspondence regarding donor contributions.
– Follow-up with working level counterparts at Permanent Missions on details of contributions.
– Alert Donor Focal Points when deadlines are approaching.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Knowledge of UN (specifically UNHCR) procedures. Excellent knowledge supported by training of MS Word, MS Excel PeopleSoft. Experience in English drafting and editing.
Understanding of other computer software. Statistical and mathematical competencies or accounting skills. Relevant UNHCR learning programmes such as Effective writing.

Functional Skills
*IT-Computer Literacy
FI-Financial Accounting – Modified cash-based accounting as per international standards
* CO-Drafting and Documentation
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages



Desired Languages



Additional Qualifications


CO-Drafting and Documentation, CO-Editing, FI-Financial Accounting – Modified cash-based accounting as per international standards, IT-Computer Literacy



Business Administration – Other, HCR Learning Program – UNHCR, HCR Writing Effectively Learning Program – UNHCR

Work Experience

Other information

This position doesn’t require a functional clearance

This job has expired.