Finance Assistant for Advancement - Dubai Campus

Heriot-Watt University; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

Heriot-Watt University is seeking a Finance Assistant for Advancement in Dubai to enhance their fundraising team. The role supports various financial activities including processing donations, maintaining accurate records, and collaborating on international fundraising projects. The ideal candidate will have strong financial skills, a keen eye for detail, and experience in gift management, all within a supportive and diverse environment.

Benefits

Supportive working environment

Diversity and equality commitment

Qualifications

• Detail-oriented with strong financial administration skills.
• Experience with larger datasets and systems reconciliation.
• Excellent communication skills for stakeholder engagement.

Responsibilities

• Develop and maintain processes for accurate gift recording.
• Reconcile data between Raisers Edge and Oracle systems.
• Manage financial administration for international fundraising entities.

Skills

Financial processes

Data analysis

Communication

Organizational skills

Education

Experience in gift processing and donor management

Strong understanding of accounting principles

Tools

Microsoft Excel

Oracle Fusion

Raisers Edge

Power BI

Job description

Description

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. Its function is to provide finance support to the University’s advancement functions, including the Development & Alumni team, the Shaping Futures campaign, and the management of previously gifted monies.

The role of the Finance Assistant for Advancement is central to the success of Heriot-Watt University's Advancement function.

Working closely with the Development & Alumni Relations Services Manager, the Finance Assistant will support financial activities related to donations, including processing, recording, receipting, invoicing, pledge reminders, reporting, and forecasting using the Raisers Edge (RE) database, and reconciling RE records with the University's Oracle accounting system.

The role will also assist with financial projects such as forensic accounting of gifts, ensuring proper allocation and coding, managing counting and reporting for the Shaping Futures campaign, and overseeing the financial administration of international fundraising entities.

This position is vital for maintaining a high-performing Advancement function by ensuring accurate gift processing, effective stewardship, and robust management reporting and income forecasting.

Person Specification:

The ideal candidate is detail-oriented, analytical, and possesses strong financial administration skills with high accuracy in data handling. They are organized, reliable, capable of managing multiple deadlines, and have excellent communication skills for effective collaboration and stakeholder engagement. Adaptability, tech-savviness, and a commitment to donor intent and financial integrity are essential, preferably with experience in higher education or non-profit sectors.

Key Duties and Responsibilities

• Develop and maintain processes and controls for timely, accurate gift recording and receipting, complying with policies, legislation, GDPR, and CASE standards.
• Process donations and manage biographical and prospect data, ensuring compliance with HMRC and audit requirements.
• Review incoming funds, distinguish between grant/sponsorship and philanthropic income, and record gifts on RE, referring complex issues to senior staff.
• Reconcile philanthropic income between Raisers Edge and Oracle systems, ensuring transparency and accuracy.
• Manage donations and bequests holding accounts, ensuring funds are distributed correctly and donor wishes are respected.
• Handle pledge reminders and invoicing processes, coordinating with canvassers and finance teams.
• Manage Gift Aid claims in collaboration with Finance, ensuring timely and accurate submissions.
• Liaise with the Financial Accounting team overseeing endowments, and prepare annual financial reports for endowment funds.
• Coordinate financial administration for international entities such as the American Friends of Heriot-Watt University and Heriot-Watt Norges Stiftelsen, under senior oversight.
• Manage data collection for the Shaping Futures campaign, including research grants, sponsorships, and government funding.
• Assist in producing campaign financial reports and clerking the Campaign Counting and Reporting Working Group.
• Support the preparation and distribution of philanthropic financial reports and routine management reports.
• Maintain knowledge of fundraising legislation and trends to ensure compliance and best practices.
• Contribute to high standards of donor stewardship and stakeholder engagement.

Essential Skills and Experience

• Strong understanding of financial processes, accounting principles, and reporting.
• Experience reconciling data between systems and preparing financial reports.
• Skilled in managing large datasets and analyzing trends, proficient in Excel or Power BI.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Excel, Oracle Fusion, or similar ERP platforms; adaptable to new systems.
• Experience in gift processing and donor management, ideally in a university or non-profit setting.

Desirable Skills and Experience

• Experience improving financial or administrative processes.
• Ability to liaise confidently with senior stakeholders and external partners.
• Experience supporting cross-functional projects and campaigns.
• Familiarity with Raisers Edge or similar fundraising databases.
• Understanding of fundraising principles, donor lifecycle, and stewardship best practices.
• Hands-on experience with international fundraising and managing cross-border transactions.

Please note that this job description is not exhaustive and the role may involve additional duties as required. Activities may evolve over time with organizational priorities.

How to Apply

Submit your application via the Heriot-Watt Careers page, including a cover letter and an updated CV.

Heriot Watt values diversity and is committed to equality of opportunity in employment.

The appointment is conditional upon successful completion of all Labour and Immigration formalities, and the start date may be delayed if employment visa issues are unresolved.