Records & Data Officer

**Position Identification**

**Position Title**: Records & Data Officer

**Organisation**: Islamic Relief South Africa

**Location**: Cape Town, South Africa

**Reports to**: National Donor Care and Orphans Co-ordinator

**Line Management Responsibilities**: None

**Islamic Relief**

Islamic Relief South Africa (IRSA) is an independently registered NGO affiliated to Islamic Relief Worldwide (IRW), the world’s largest, independent Muslim humanitarian organisation. Islamic Relief’s mission is to help the poor and those in need regardless of race, colour, political affiliation, gender or belief to live sustainable, self-reliant lives within safe and caring communities.

**Purpose of Department**

To develop and implement strategies to increase the funding income of Islamic Relief through a range of fundraising initiatives and through acquisition and retention of donors, volunteers and supporters.

**Purpose of Position**

The Records & Data Officer is responsible for the accurate collection, management, and analysis of donor and campaign data to support strategic fundraising efforts. This role enables the Fund Development team to make informed, data-driven decisions that enhance donor engagement, improve retention, and drive fundraising success. By ensuring data integrity, generating actionable insights, and supporting targeted campaigns, the Records & Data Officer contributes directly to the organization’s fundraising effectiveness and long-term sustainability.

**Key Responsibilities**:
**1. Data Management & Integrity**
- Administer and maintain the donor database, ensuring high standards of accuracy, completeness, and consistency.
- Perform regular data entry, cleansing, deduplication, and system audits to maintain data quality.
- Ensure full compliance with data protection regulations (e.g., POPIA) and internal data handling policies.
- Maintain confidentiality and security of all donor records.

**2. Data Analysis & Reporting**
- Analyze donor and fundraising data to identify giving trends, behaviours, and engagement opportunities.
- Segment donors to support personalized appeals and targeted fundraising strategies.
- Track donor journeys and lifecycle stages to inform campaign and stewardship planning.
- Produce quarterly, annual, and ad-hoc reports for internal teams and board-level presentations.
- Create dashboards and visualizations to monitor fundraising performance and donor metrics (e.g., retention, churn, lifetime value).

**3. Campaign & Donor Strategy Support**
- Support fundraising and communications teams with data insights for campaign planning and post-campaign analysis.
- Prepare call lists and segmentation reports for seasonal appeals such as Ramadan, Qurbani.
- Monitor campaign performance and provide timely feedback reports to inform future strategies.
- Benchmark internal campaigns against external appeals and market trends to identify areas for improvement.

**4. Donor Stewardship & Engagement**
- Identify lapsed or at-risk donors and support re-engagement initiatives through targeted segmentation.
- Collaborate with Communications to produce customized donor impact reports for High Net-Worth donors.
- Support event and recognition planning by generating relevant invitation and contact lists based on donor profiles.

**5. System & Process Improvement**
- Work with internal stakeholders to optimize the functionality and usability of donor databases.
- Recommend new data fields or system enhancements to improve segmentation and reporting capabilities.
- Stay informed on best practices, trends, and tools in data management and fundraising analytics.
- Ensure alignment of data processes with organizational goals and fundraising priorities.

**Key Accountabilities**
- The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The following are the main responsibilities that the role holder will be accountable for:_

**Key Attributes**
- Analytical thinker with a practical mind-set and attention to detail.
- Collaborative and communicative, with the ability to explain data insights to non-technical teams.
- Organized, dependable, and able to manage multiple tasks and deadlines.
- Proactive — always looking to improve data systems and outputs.
- Committed to supporting the mission through strong data stewardship.

**Other**
- Any other task as deemed appropriate by line manager in improving the efficiency and performance of Islamic Relief.

**General Duties of Islamic Relief Staff Member**
- Contribute to the effective and efficient running of Islamic Relief as appropriate
- Participate, as appropriate, in Staff forums and Meetings
- Adhere to Islamic Relief’s Policies and Procedures
- Represent Islamic Relief to the wider community as appropriate
- Treat all colleagues, volunteers and members of the public with dignity and work withi