Database and Research Officer

About WaterAid

WaterAid is a global federation driven by one vision: a world where everyone, everywhere has clean water, sanitation and hygiene. Powered by our values of Respect, Accountability, Courage, Collaboration, Integrity and Innovation, we work alongside communities, partners and supporters to make change happen. WaterAid Canada operates an all-remote work environment, with team members located across various regions and time zones in Canada. Senior leadership is primarily based in Gatineau, Montreal, and Toronto, while Philanthropy team members are currently based in the Ottawa-Gatineau region.

About the role

The Database and Research Officer reports to the Annual Fund Manager and is responsible for maintaining and managing the organization's database, ensuring data accuracy, and supporting fundraising and business development efforts. This technical role requires strong judgment, initiative, and the ability to make evidence-based recommendations. The officer will also conduct prospect research within the current database, identifying donors with the potential to move up the pipeline, and act as an ambassador for WaterAid's mission.

Key Responsibilities

• Database Management: Act as WaterAid Canada's subject-matter expert for the fundraising database, ensuring data integrity, analysis, and effective use. This includes data entry, gift processing (including recurring gifts), proper coding, donor contact preference updates, and data cleansing. Liaise with consultants and agencies as needed, establish and update data management standard operating procedures, and coordinate software development/upgrades with third-party vendors (e.g., Blackbaud) and internal stakeholders. Identify and resolve data entry issues and discrepancies.
• Compliance and Confidentiality: Research, apply, and ensure compliance with Canada Revenue Agency and regulatory guidelines (PCI, CASL) and internal policies regarding privacy, data protection. Implement backup procedures, develop recovery plans, and manage data retention. Adhere to confidentiality protocols to safeguard donor information.
• Report Writing and Analysis: Design, run, and interpret queries and reports, providing high-accuracy analysis to support fundraising performance and decision-making. Build and maintain campaign, fund, and appeal structures to support fundraising and financial reporting. Conduct regular research within the donor database to identify prospects for annual, major, foundation, and corporate portfolios.
• Donation Processing: Provide oversight and quality control for donation processing to ensure accuracy, compliance, and donor trust, while identifying opportunities for improved efficiency. Respond to and process phone donations, ensure prompt receipting and documentation for all gifts, and manage the annual consolidated tax receipt process for monthly donors.
• Donor and Administrative Services: Liaise with donors and prospects to ensure inquiries are addressed quickly and accurately, with pertinent information recorded in the database. Picks up mail in central Ottawa (typically weekly) for handover to the Finance Department.
• Financial Management: Work alongside the Finance department to reconcile donations and resolve discrepancies monthly/yearly. Ensure cash deposits are made in accordance with internal controls (including in-person deposits when required) and assist with the annual financial audit.

Required Education, Experience, and Skills

• Undergraduate degree or diploma in fundraising or database management.
• Minimum of five years' experience working with Database / CRM systems, ideally Raiser's Edge NXT.
• Minimum of five years of related experience in a fundraising/not-for-profit organization.
• Experience with online fundraising platforms such as CanadaHelps, Benevity, JustGiving, and PayPal Giving Fund.
• Excellent proficiency in MS365 Suite, specifically Excel (including Pivot Tables), Teams, and SharePoint.
• Excellent communication skills to effectively interact with diverse audiences.
• Demonstrated agile, resourceful, and initiative-driven approach to problem-solving, with a strong focus on process improvement and adaptability.
• Excellent project management, organizational, and multi-tasking skills.
• Proven experience with data imports, exports, and data integrations, ensuring accuracy and integrity.
• Intermediate or advanced experience using donor databases, data import tools, and data validation tools.
• Experience with data cleaning, validation, and quality assurance processes.
• Experience developing and delivering effective training to stakeholders.

Required Personal Qualities and Skills

• Ability to work collaboratively and flexibly within a small remote Canadian team and a larger global network.
• Highly motivated, proactive, and persistent, understanding effective collaboration in a complex remote environment.
• Commitment to WaterAid's values and a working style that reflects them.

Key skills/competency

• Database Management
• Data Integrity
• Prospect Research
• Raiser's Edge NXT
• Blackbaud
• Data Analysis
• CRM Systems
• Compliance
• Report Writing
• MS365 Suite