Sponsorship & Fundraising Assistant NGO Job Steiner School

Job Purpose

The Sponsorship and Fundraising Assistant will provide administrative, coordination, and communication support to the Sponsorship and Fundraising Programme. The role is responsible for ensuring efficient programme administration, maintaining accurate sponsorship records, supporting donor and sponsor communication, preparing programme reports, and contributing to fundraising and community engagement initiatives. The position also supports visual documentation of programme activities through photography and video content while ensuring compliance with the school’s values, safeguarding standards, and operational objectives.

Key Responsibilities

Sponsorship Programme Administration

• Maintain accurate and up-to-date sponsorship records, databases, and programme documentation.
• Support the administration of sponsorship processes, including admissions and documentation for sponsored children.
• Monitor sponsorship files to ensure proper record keeping, confidentiality, and compliance with internal procedures.
• Prepare sponsorship reports, progress updates, and programme documentation.
• Coordinate communication between sponsors, beneficiaries, families, and the school while ensuring confidentiality.
• Monitor sponsorship commitments and ensure timely follow-up on required documentation.

Fundraising and Donor Support

• Support the planning, coordination, and implementation of fundraising initiatives and community engagement activities.
• Prepare donor communication materials including reports, acknowledgement letters, sponsorship updates, newsletters, and correspondence.
• Maintain donor and sponsor databases, ensuring information is accurate and current.
• Track sponsorship contributions, donations, pledges, and related programme records.
• Assist in organizing fundraising campaigns, donor visits, community events, and outreach programmes.
• Support donor stewardship through timely communication and relationship management.

Administrative and Office Support

• Provide administrative support to the Sponsorship and Fundraising Department.
• Prepare reports, correspondence, presentations, meeting agendas, and minutes.
• Maintain organized physical and electronic filing systems.
• Coordinate meetings, appointments, and stakeholder engagements.
• Support procurement and logistical arrangements for programme activities.
• Ensure programme records comply with organizational policies and record management standards.

Communication, Media and Stakeholder Coordination

• Serve as a communication link between sponsors, parents, staff, donors, and external stakeholders.
• Respond professionally and promptly to enquiries relating to sponsorship and fundraising activities.
• Support effective communication across departments involved in sponsorship activities.
• Take photographs and short videos of programme activities, events, and school initiatives for donor updates and promotional purposes, ensuring safeguarding and consent requirements are observed.
• Assist in creating simple visual communication materials, newsletters, presentations, and digital content that support fundraising and sponsorship activities.
• Promote positive stakeholder engagement consistent with the school’s values.

Safeguarding and Compliance

• Maintain confidentiality of sponsorship, donor, and beneficiary information.
• Uphold the school’s Child Protection and Safeguarding Policy in all interactions involving children.
• Ensure sponsorship records and communications comply with organizational policies and applicable data protection requirements.
• Support the implementation of safeguarding standards throughout programme activities.

Qualifications

Essential Qualifications

• Diploma, Higher Diploma, or Bachelor’s Degree in Administration, Social Sciences, Communications, Development Studies, or a related field.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and email systems.
• Competence in database management and general office administration.

Desirable Qualifications

• Training or experience in sponsorship programmes, fundraising, donor relations, NGO administration, or community development.
• Knowledge of child-focused or education-based programmes.
• Basic skills in graphic design, photo editing, video editing, and digital content creation will be an added advantage.
• Competence in photography and video production is desirable.

Experience

• Minimum of three (3) years’ relevant experience in administration, sponsorship, fundraising, education, NGO, or community development environments.
• Demonstrated experience in report writing and programme administration.
• Experience working with children, families, schools, or community programmes is highly desirable.
• Experience supporting stakeholder engagement and donor communication is an added advantage.

Key Competencies

• Strong administrative and organizational skills.
• Excellent report writing and documentation skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong record-keeping and database management skills.
• Competence in computer applications, databases, and digital communication tools.
• Basic competence in photography, videography, and content creation.
• Strong interpersonal and stakeholder relationship management skills.
• Ability to work collaboratively within a multidisciplinary school environment.
• Good planning, time management, and organizational skills.
• Ability to prioritize work and meet deadlines.
• Strong social and managerial skills.
• Willingness to learn and adapt in a busy working environment.

Key Personal Attributes

• Mature, professional, and dependable.
• High level of integrity and accountability.
• Self-motivated with the ability to work independently.
• Positive attitude and strong work ethic.
• Cultural sensitivity and respect for children, families, sponsors, and donors.
• Ability to maintain confidentiality and exercise sound judgment.
• Commitment to safeguarding and promoting child welfare.
• Commitment to the values and mission of Rudolf Steiner School Mbagathi.

Application Guidelines

• Female candidates are highly encouraged to apply.
• Candidates who previously applied for this position are advised not to re-apply.
• Only candidates meeting the required qualifications and experience should apply.
• Any form of canvassing will lead to automatic disqualification.
• Applications are encouraged immediately and will be reviewed on a rolling basis.

How to Apply

Qualified and interested candidates are invited to submit their detailed application and Curriculum Vitae (CV) to: Email: enquiries@steinerschoolmbagathi.co.ke

Applications will remain open until a suitable candidate is identified.

For additional information about the role, visit:
www.steinerschoolmbagathi.co.ke

Rudolf Steiner School Mbagathi is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.