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Fundraising Coordinator

Job Description


Stakeholder Engagement Team



Reports to

Marketing and Communications Manager


National Office, Wellington


August 2021


Role Purpose


·         To process donations accurately and within agreed timeframes, including receipting and updating of individual records.

·         To provide exceptional donor stewardship management ensuring the stewardship of donors is completed to a high level of care and recognition to retain and build donor engagement with VSA.

·         To report on funds raised through fundraising activities against specified targets.

·         To coordinate the stewardship of donors to a high level of care and recognition to retain and build donor engagement with VSA.

·         To coordinate and deliver VSA’s Peer-to-Peer Fundraising Programme supporting volunteers to achieve their individual fundraising targets prior to the start of their assignment.

·         To develop, coordinate and deliver the VSA Speakers Programme including identifying opportunities to grow the programme.

·         To coordinate events that raise the profile of VSA and support the achievement of fundraising targets.

Direct Reports


Budget Delegation



About VSA

Volunteer Service Abroad (VSA) is a New Zealand-based international development agency that engages volunteers on overseas and e-volunteering assignments. These assignments enable New Zealanders and those with a strong connection to the Pacific, to share their skills and knowledge with communities striving for sustainable change across the wider Pacific.

VSA focuses on people-centred development. We give great importance to manaakitanga which means we value respectful partnerships, working and learning together, cross-cultural understanding, and the spirit of volunteering. VSA's values and our strategic focus reflect our commitment to bringing the spirit of Te Tiriti O Waitangi to the way we work through our international development programme.

We have staff working from our National Office in Te Whanganui a Tara/Wellington, as well as staff and volunteers located across the wider Pacific in the Cook Islands, Samoa, Tonga, Fiji, Kiribati, Vanuatu, the Solomon Islands, Bougainville, Papua New Guinea, and Timor-Leste.

VSA works in partnership with a range of partners across the Pacific and Aotearoa, including non-government organisations as well as private, public and academic organisations and institutions.

VSA's work is primarily funded through its strategic relationship with the NZ Ministry of Foreign Affairs and Trade, but also receives independently generated income through individual donors and funders.

VSA is an independent, secular, and not-for-profit organisation, governed by an elected Board known as the VSA Council. VSA is a registered charity and an incorporated society. You can find out more information at


About the Team

VSA’s Stakeholder Engagement Team focuses on four main areas of work: Communications and Marketing (including events); Business/Partnership Development; Fundraising; and wider stakeholder engagement. This role is integral to the work of the Fundraising, Marketing and Communications Teams and is focused on delivering exceptional donor stewardship that builds donor engagement in the work of VSA, and new audiences.


Critical Success Factors

Broad Area of Responsibility:

Evidenced through:

Donation Processing

·         Accurate processing of all donations including receipting and reconciling payments with the Finance Team.

·         Connecting with peers in the Fundraising industry to keep up to date with the latest processes for processing donations to ensure VSA maintains an efficient and effective system.

·         Advising the Marketing and Communications Manager of any issues to ensure solutions can be implemented promptly.

·         Following up on failed payments as necessary.

Donor Stewardship

·         Working closely with the Senior Fundraiser, identifying and delivering appropriate levels of personalised care to new and existing donors within agreed timeframes, to ensure high quality engagement with VSA. This includes writing thank you letters and preparing contact cards for the CEO and senior managers as required, and making telephone calls with donors.

·         Identifying opportunities to grow existing donor contributions and build loyalty.

Database Management,

Reporting & Analytics

·         Generating reports on campaign results related to fundraising activities the Senior Fundraiser including analysing the data and advising of any issues, trends and/or lessons learned.

·         Generating monthly and annual reports for Financial Reporting for the Finance Team.

·         Ensuring all donor records including Communications history are up to date and accurate in the fundraising CRM (eTapestry)

 ·       Identifying any errors or inconsistencies in donation information, and resolving issues promptly in conjunction with the Finance Team as required.

·         Ensuring accurate input of all fundraising income in the Fundraising CRM (e-Tapestry), and that it is synced with other systems as required.

Peer-to-Peer Fundraising

·         Coordinating and delivering the Peer-to-Peer Fundraising Programme including identification and implementation of a new fundraising platform designed to support volunteers achieve their fundraising goals.

·         Ensuring all Peer-to-Peer Programme collateral and communications are up-to-date and reflect the VSA brand.

·         Tracking Peer-to-Peer Programme results per volunteer and providing additional assistance to volunteers where required.

·         Connecting with peers in the Fundraising industry to bring new ideas and opportunities to VSA to help volunteers raise funds.

Event Coordination

·         Coordinating the Speakers Programme in consultation with the Returned Volunteer Advisory Group (RVAG), Interest Groups (IGs), and Marketing and Communications Manager to deliver the required outcomes of the programme.

·         Ensuring all Speakers Programme collateral and communications are up-to-date and reflect the VSA brand. Tracking the results of the Speakers Programme and reporting as required.

·         Coordinating VSA events as required to raise the profile of VSA in Aotearoa and generate new income.

·         Assisting in the coordination of events that raise the profile of VSA as required.


·         Supporting activities and projects run by the Stakeholder Engagement Team as required including content development across direct marketing, social and digital platforms, and print.

·         Providing content and ideas to the Marketing and Communications Team to ensure Stakeholder Team objectives are met.

External Relationship Management

·         Developing and maintaining relationships with donors and returned volunteers to keep them engaged with VSA, and moving through the VSA stakeholder engagement journey.

·         Establishing relationships with volunteers to execute the Peer-to-Peer Fundraising Programme.

Industry Knowledge & Networks

·         Connecting with peers in the Fundraising sector to keep up to date with the latest developments in processing donations to ensure efficiency; and new ideas and opportunities to support fundraising efforts; and creating opportunities for professional development.

Health and Safety

·         Taking reasonable care for personal safety and wellbeing in all VSA workplaces, project sites, and if and when driving vehicles.

·         Acting in accordance with all reasonable Health and Safety instructions, policies, and signage making sure that acts or omissions do not adversely affect the safety and wellbeing of yourself or others.

·         Reporting all occupational injury, illness, near miss incidents, accidents, environmental spills or fire (regardless of its severity) to your manager.

·         Reporting all hazards which may result in an injury, illness, spill or fire, to your manager, and to the HR Coordinator.


At VSA there will be times when we all pitch in to do additional tasks that are outside our regular roles. This forms part of our culture and celebrates collaboration, courage and professionalism.

At VSA all staff are encouraged to contribute to continuous improvement: to support innovative thinking, smart work practices, how we engage across teams, and the overall culture and work environment.

There will be opportunities to participate in forums, committees, and working parties across the organisation and with third parties.


Key Relationships



·         Senior Fundraiser

·         Marketing & Communications Manager

·         Marketing & Communications Advisor

·         Visual Content Coordinator

·         Director of Stakeholder Engagement



·         Data management supplier

·         External fundraising platform provider (Peer-to-Peer Programme)

·         Donors

·         Returned Volunteers

·         Volunteers in pre-deployment

All staff are expected to develop professional relationships with other staff throughout the organisation during their tenure at VSA.

Skills / Competencies / Attributes

  • Commitment to the principles of international development and understanding of the principles of Te Tiriti o Waitangi and bi-culturalism and multi-culturalism.
  • Experience in the not-for-profit sector, ideally as a member of a fundraising team, and an interest in developing a career in fundraising.
  • Demonstrated experience in accurate processing of funds, reconciling payments and running reports using a fundraising database. Experience in e-Tapestry would be an advantage.
  • Experience in data management and analysis, with a high level of accuracy, efficiency and attention to detail; interrogating data to identify errors, inconsistencies, and opportunities for growth of donors.
  • Excellent interpersonal skills with an ability to quickly build a rapport with a diverse range of people in person and on the phone. The ability to quickly articulate ideas to people in engaging ways.
  • Well-developed written communications skills.
  • A confident and outgoing working style, with the ability to work collaboratively.
  • Demonstrate ability at planning, organising and co-ordinating tasks to meet multiple deadlines.
  • Experience in small-medium size event management and coordination including follow up communications.
  • The successful candidate will be asked to provide evidence of their right to live and work in Aotearoa.

Please note: A Covid-19 vaccination is mandatory for any member of VSA staff required to travel overseas on business. You may also be required to undertake pre-departure Covid testing prior to deployment to Pacific countries.

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