Finance Assistant for Advancement - Dubai Campus

Heriot Watt University

Key Duties and Responsibilities

• Develop and maintain processes, procedures and controls that ensure all gifts are recorded and receipted, in a timely, accurate and appropriate manner, in accordance with relevant policies and procedures, HMRC legislation, other relevant legislation, GDPR and CASE reporting standards.
• Undertake the processing of donations, process biographical and prospect data of all kinds, ensuring HMRC, data protection and audit requirements are met.
• Review incoming funds, working in conjunction with Finance Office and Research and Enterprise departments as required, to determine grant/sponsorship income versus philanthropic income, and advise fundraisers accordingly, recording all relevant gifts onto RE and also referring complex matters to the Development & Alumni Relations Services Manager, and Head of the DAO.
• Manage the reconciliation of philanthropic income between the fundraising system (Raiser s Edge) and the finance systems (Oracle), ensuring the timeliness, accuracy and transparency of reconciliation processes.
• Manage donations and bequests holding accounts, ensuring the timely and accurate distribution of funds to destination units, and the timely and accurate establishment of new endowment funds where requested, and ensuring that the destination unit is informed of donor wishes and intent for the expenditure of the funds.
• Manage the donor pledge reminder/invoicing processes, working with canvassers and Finance and the DAO to ensure all letters are produced on time and with accurate details.
• Manage the Gift Aid claims from HMRC, working closely with Finance to ensure claims are timely and accurate.
• Liaise with the Financial Accounting team Finance Business Partner who oversee the University s endowments (and who are based in Scotland).
• Work with the Endowment overseer to create endowment fund annual financial reports for distribution to the DAO stewardship team for distribution to donors.
• Coordinate and assist with the finance administration (wire transfers etc) of the American Friends of Heriot-Watt University, under the direction of the entity s Treasurer (Global CFO) and Assistant Treasurer (Lynsey Cockburn).
• Coordinate and assist with the finance administration of the future Heriot-Watt Norges Stiftelsen (name TBC), under the direction of the Global CFO and the entity s Chair and Treasurer to be.
• Manage the collection and counting of all datasets being counted into the Shaping Futures campaign, including all competitive funding won by the University, including research grants and corporate sponsorship, individual philanthropy, trusts and foundations, and government funding, from all campuses.
• Assist with the production of campaign financial (counting) reports, as directed by the Development & Alumni Relations Services Manager.
• Clerk the Campaign Counting and Reporting Working Group, as directed by the Chair of the CCR WG and the Campaign Director.
• Support, if requested, the preparation and distribution of philanthropic financial reports within the DAO and the campaign office, ensuring the timeliness, accuracy and transparency of the information provided.
• Support, if requested, ad hoc and routine financial and management reports as required, for the purpose of accurate reporting to the Heads of relevant professional services, the Global Chief Operating Officer, and other such committees and groups as required.
• To maintain a good understanding of the latest developments, current trends and legislation as it applies to the fundraising and information management environment.
• To assist in ensuring that the University provides the highest standard of stewardship to donors, prospects and stakeholders.

Essential Skills and Experience

Financial Administration

• Strong understanding of financial processes, accounting principles, and financial reporting.
• Proven experience reconciling data between systems and preparing accurate financial reports.

Data Management and Analysis

• Skilled in managing and analyzing large datasets.
• Proficient in identifying trends in philanthropic income and presenting insights using tools such as Microsoft Excel or Power BI.
• High attention to detail and accuracy in data entry, with the ability to identify discrepancies and ensure compliance with donor intent.

Communication Skills

• Excellent written and verbal communication skills.
• Ability to draft professional correspondence, reports, and financial summaries clearly and concisely.

Organisational Skills

• Strong time management skills with the ability to manage multiple tasks and meet deadlines, particularly in relation to campaign reporting and donor stewardship.

Technical Proficiency

• Proficient in Microsoft Excel (including pivot tables, formulas, and charts).
• Experience using Oracle Fusion or similar ERP platforms.
• Comfortable learning and adapting to new digital systems and platforms.

Gift Processing and Donor Management

• Experience in a finance assistant or similar role, ideally within a university or non-profit setting.
• Familiarity with the operations of a development or alumni relations office.

Desirable Skills and Experience

Financial Administration

• Experience identifying and implementing improvements to financial or administrative processes.

Communication and Stakeholder Engagement

• Confidence in liaising with senior stakeholders, donors, and external partners in a professional and diplomatic manner.

Organisational and Project Support

• Experience coordinating meetings and working groups, including clerking responsibilities (e.g., preparing agendas, minutes, and follow-ups).
• Experience supporting cross-functional projects or fundraising campaigns.

Technical Proficiency

• Experience with Raiser s Edge or similar fundraising databases.