Job Description
DATABASE MANAGER
MEDECINS SANS FRONTIERES (DOCTORS WITHOUT BORDERS) UK
Application checklist
Please check you have included the following in your application email to
recruitment.uk@london.msf.org:
CV: 
Letter of motivation (LoM): 
Equal Opportunities Monitoring Form (please submit it in a document
separate from your CV and LoM): 
Recruitment timetable:
 Closing date for applications: 12 noon - 20th August 2014
 Interviews: Week commencing 1st September 2014
 Start date: ASAP
MEDECINS SANS FRONTIERES (DOCTORS WITHOUT BORDERS) UK
JOB DESCRIPTION
Job Title: Database Manager
Department: Fundraising
Hours: 40 hours per week
Reports to: Fundraising Operation Manager (line manager) & Head of Fundraising (on
project basis)
Responsible for: Database Officer
Location: London
Duration: Permanent
Salary: £31,902 per annum
FUNDRAISING DEPARTMENT
Set up in 1996, MSF UK’s Fundraising team raises private income for MSF field operations globally,
and to cover MSF’s costs in the UK. In 2013 a team of 13 raised just over £32 million, which includes
over £10 million from regular donations.
Our goal is to build loyalty by bringing supporters closer to the people that MSF assists, and the
medical action that private donations make possible. MSF UK prides itself on the accessibility of the
Fundraising team to our supporters and the provision of excellent supporter care; this is central to the
philosophy of the team.
MSF UK uses the Advanced NFP CARE fundraising database.
JOB PURPOSE
The primary role of the Database Manager (DM) is to manage MSF UK’s and Ireland’s CRM
fundraising database systems. This is to ensure both teams have a suitable system which supports
the goals and ambitions of the fundraising teams.
Working under the supervision of the Fundraising Operations Manager, the DM is responsible for the
day-to-day management and system administration of the CARE database as well as, the strategic
development of the database and related systems.
MAIN DUTIES AND RESPONSIBILITIES
People Management Responsibilities
The DM is responsible for managing the Database Officer. The DM manages this role in line with MSF
UK policies and management practice, which includes annual appraisals, quality supervision and
support.
The DM will train, motivate and support the Database Officer.
Systems Development
MSF UK’s database systems need to adapt and develop to the current and future fundraising team
goals. The Database Manager needs to ensure that the system operates to its full potential and
maximises income and supporter engagement.
An overview of the CRM database market will be required to support these targets. The main tasks
involved in this area include: 
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Understanding and mapping the current and future business needs of the team.
Understanding the capabilities of the system as well as assessing the systems’ potential for
development.
Reviewing new systems, 3rd party API’s and external applications that can improve the current
database performance.
Support the commissioning and installation of new applications, as well as the customisation
of existing applications on CARE.
Maximising the usability of the database for the fundraising team to ensure efficiency in
supporter care and development. This includes decision making on new modules and the
implementation of, and training to, the fundraising team.
System Management
The Database Manager needs to oversee the management of the database, as well as, lead on
identifying and implementing improvements to data management systems and procedures. This
involves scoping essential development, project managing change, communicating changes and
providing appropriate training where necessary.
The main aspects of system management include:
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Responsibility as the system administrator for the database.
Monitoring the performance of the database and ensuring access to the database is available
at all times. When needed, liaising with the CARE hosting team and MSF’s IT team to log any
issues regarding access.
Managing upgrades to the database software in liaison with the hosting service provider
(STAR).
Acting as the liaison between the fundraising team and CARE on systems issues.
Supervising the use of the system internally within the fundraising team.
Training staff and office volunteers to ensure accurate use of the database.
Maintaining and distributing up to date user, technical, and management documentation
relating to the use of the database.
Maintaining and distributing up to date documentation relating to the flow of data into the
database from all sources.
Representing MSF at the CARE user group and attending relevant training sessions on the
system to keep up to date with developments in the software.
Data Management
The Database Manager needs to provide leadership in the area of data management. This covers
investigation and resolution of any data issues, technical guidance on required enhancements to data
quality, data protection and collection procedures, as well as, data selections.
The main aspects of data management include:
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Ensuring MSF UK is adhering to the Data Protection Act in the collection and transfer of data
to and from the CARE database.
Effectively managing the proliferation of data entering the system and developing new
processes to support this. This will involve creating new routines, briefs and overseeing the
implementation of systems to streamline the database processes.
Responsibility for ensuring that regular checks are made on the data entered into CARE from
various suppliers to ensure data integrity.
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Ensuring the cleanliness of the data is of a high standard and working with external parties to
support data cleansing projects
On a project basis, working to maintain and improve the accuracy and efficiency of
datacapture and data processing to maximise income generation.
Actively finding ways to improve and streamline data processing on the system.
Providing data selections to support the work of the Campaigns and Major Gifts teams.
Working with the Campaigns and Major Gifts teams to perform data profiling of MSF’s donors.
Support data mining and research for prospective supporters.
Setting up, monitoring and developing data analysis from CARE, to provide regular KPI’s
which inform team and campaign performance and future campaign activity.
MSF Ireland
The UK office currently supports the fundraising team in Ireland with:
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Database administration – technical support, hosting arrangements and upgrading the
software.
Training and support of the fundraising team.
General Responsibilities
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Oversee the budget for the database maintenance and development.
To work as a full member of the fundraising team, handling telephone calls from supporters
(such as enquiries, changes of address, amendments to regular donations etc) and assisting
with fundraising projects as and when required.
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Maintain commitment to the aims and values of MSF through proactive involvement in and
attendance at ongoing MSF UK and wider movement operational activities.
PERSON SPECIFICATION
Essentials:
 Considerable experience of CRM database systems, working as a system administrator.
 A proven track record in database systems’ management and development.
 Demonstrable track record of project management and delivering CRM-related technology
projects.
 A proven understanding of the principles of direct marketing and the relationship with a
supporter/customer focused database.
 A systematic and organised approach with a proven ability to follow things through.
 Attention to detail with a thorough approach to the area of data processing.
 The proven ability to carry out different tasks simultaneously and prioritise time and resources
accordingly.
 Good interpersonal and negotiating skills with an ability to manage and build relationships with
external suppliers.
 A level of analytical and technical skills equivalent to degree level.
 Flexibility to take on other related tasks combined with willingness to learn.
 Fluency in written and spoken English.
 Commitment to the aims and values of Médecins Sans Frontières.
 Ability to travel domestically and internationally including to MSF field projects.
Desirables:
 Experience of working within a charity.
 Experience of working with Advanced NFP CARE.
 Line management experience.
This job description is not intended to be all-inclusive. Employee may perform other related duties as
negotiated to meet the ongoing needs of the organisation.
Candidates must hold an appropriate passport or permit to work in the UK
HOW TO APPLY – THE RECRUITMENT PROCESS
Please send your CV, a covering letter, and the Monitoring Form by the closing date via e-mail to
Recruitment.UK@london.msf.org
Your CV should outline your skills and experience, and include contact details of two referees. We will
not take references until a job offer has been made.
Your covering letter is the most important part of your application. It should be used to tell us how
you meet the selection criteria listed on the person specification. Draw particular attention to
experience, skills, achievements and knowledge gained in past employment or other activities which
are relevant to the job. It may be easiest to use the headings relating to the requirements detailed in
the person specification and demonstrate how you meet them. Please ensure your covering letter is
no more than 2 pages long (2 sides of A4).
The Monitoring Form helps us to monitor the effectiveness of our Equal Opportunities Policy. The
information is detached from the form before short-listing and kept confidentially within the HR
Department.
As we receive a large number of applications for our advertised vacancies we are unable to respond
to those applicants who have not been shortlisted and we apologise for this in advance. If you do not
hear from us within a week of the closing date please assume that you have not been shortlisted.