Job Description

Job Category: Administration
Degree Level: First Degree
:
Role: Finance Assistant for Advancement
Grade: G5
Appointment: Full-time, Open-ended
Department: Finance Directorate
Location: Dubai Campus
Purpose of the Role
This post is part of the Finance Team and will report to the Finance Business partner for the Dubai campus, although its function is to provide finance support to the University's advancement function (the Development & Alumni team, the Shaping Futures campaign, the management of the previously gifted monies).
The role of the Finance Assistant for Advancement is central to the continued success of the Advancement function of Heriot-Watt University.
Working closely with the Development & Alumni Relations Services Manager, the Finance Assistant for Advancement will provide support to the financial affairs of the function, as it relates to donation processing, recording, receipting, invoicing/pledge reminders, reporting and forecasting from the Raiser's Edge (RE) database records, and reconciling RE to the University's accounting system, Oracle.
The role will pro-actively assist financial projects including forensic accounting on gifts to the University, ensuring philanthropic gifts are allocated, journaled, coded and distributed correctly within the University's accounts and according to donor intent; the counting and reporting processes associated with the Shaping Futures campaign; and the financial administration of international fundraising entities associated with Heriot-Watt.
The work of the Finance Assistant for Advancement is fundamental to having a high performing Advancement function as it will help to ensure robust accounting, accurate gift processing, efficient and effective stewardship of all gifts and critical management reporting and income forecasting.
Person specification:
A suitable candidate for the Finance Assistant for Advancement role is a detail-oriented and analytical individual with strong financial administration skills and a high level of accuracy in data handling. They are organised, reliable, and capable of managing multiple tasks and deadlines, particularly in a fundraising or donor stewardship context. With excellent communication skills, they can collaborate effectively across departments and engage professionally with stakeholders. They are also adaptable, tech-savvy, and committed to upholding donor intent and financial integrity, ideally with experience in higher education or non-profit environments.
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.

Gift Processing and Donor Management

• Understanding of fundraising principles, donor lifecycle, and stewardship best practices.
• Hands-on experience processing donations, managing pledges, and maintaining donor records.
• Experience supporting international fundraising entities or managing cross-border financial transactions in multiple currencies.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
How to Apply
Please submit your application via the Heriot-Watt Careers page attaching a Cover letter describing your interest and suitability for the post and an updated CV
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
The appointment is conditional upon successful completion of all Labour and Immigration formalities, and the start date will need to be delayed if the employment visa is not in place.

Skills Required