MANAGER, SPECIAL PROJECT AND STAKEHOLDER RELATIONS

JOB OVERVIEW Manager, Special Projects and Stakeholder Relations plays a key role in designing, securing funding for, and managing impactful projects that align with the organisation’s mission. This includes developing funding proposals, managing donor relations, overseeing project implementation, and ensuring financial and programmatic sustainability. Additionally, the role provides direct support to the Executive Director (ED) in donor engagement, fundraising, and high-level stakeholder management. The manager will work closely with programme teams, external partners, and funding agencies to enhance the organisation’s impact. SPECIFIC KNOWLDEGE/SKILLS/ABILITIES • Comprehensive knowledge of project management within the non-profit sector, including compliance and stakeholder engagement. • Strong interpersonal skills with initiative, flexibility, and multitasking ability. • Exceptional written and verbal communication skills. • Excellent organizational skills, attention to detail, and accuracy. • Ability to access a wide range of information sources and maintain strong networks. • Sound judgment and ability to work independently. • Proficiency in Microsoft Office, Google Suite, and social media. • Experience in external communications and stakeholder management. • Skilled in planning, organizing, and prioritizing work. RESPONSIBILITIES AND DUTIES 1) Project Development (50%) 1.1 Project Development & Proposal Writing • Identify funding opportunities, including grants, corporate social responsibility (CSR) initiatives, international aid, and institutional donors. • Develop high-quality project proposals, concept notes, and budgets for submission to potential funders. • Conduct research and needs assessments to design evidence-based and impact-driven projects. • Ensure projects align with national and international development priorities. 1.2 Supporting the Executive Director in Donor Management • Assist the ED in cultivating relationships with existing and prospective donors, foundations, and corporate partners. • Prepare briefing notes, donor reports, and presentations for high-level meetings. • Support the development of strategic donor engagement plans. • Organise and coordinate donor visits, project site tours, and engagement activities. • Maintain timely communication with donors, ensuring strong and ongoing partnerships. 1.3 Fundraising & Resource Mobilisation • Develop and implement fundraising strategies to diversify revenue sources. • Engage with private sector partners to explore sponsorships and CSR collaborations. • Identify innovative funding mechanisms, including social enterprises, blended financing, and public-private partnerships. • Organise fundraising campaigns, donor appreciation events, and networking initiatives. 1.4 Project Planning, Implementation & Coordination • Develop project roadmaps with clear objectives, deliverables, and key performance indicators (KPIs). • Oversee project execution, ensuring alignment with organisational and donor expectations. • Collaborate with Resoure Mobilisation & Programme teams, government agencies, and community partners to ensure effective project rollout. • Identify and mitigate project risks to enhance sustainability and impact. 1.5 Monitoring, Evaluation & Impact Assessment • Develop and oversee project Monitoring & Evaluation (M&E) frameworks. • Track progress against key indicators and provide data-driven insights. • Prepare and submit periodic reports to donors, senior management, and regulatory bodies. • Utilise feedback and learnings to improve project design and implementation. 1.6 Stakeholder Engagement & Advocacy • Build and maintain partnerships with government departments, UN agencies, NGOs, and community leaders. • Represent the organisation at high-level meetings, conferences, and policy forums. • Advocate for systemic change and policy reforms in line with project objectives. • Facilitate cross-sector collaborations to maximise impact. 1.7 Financial & Budget Management • Develop and oversee project budgets, ensuring sound financial management. • Monitor expenditure and ensure the efficient use of funds. • Work with the finance team to track funding utilisation and prepare financial reports. • Ensure compliance with donor financial regulations and audits. 2) Acting Executive Assistant to the Executive Director (10%) (in absence of Executive Assistant) 2.1 Administrative Support • Manage and maintain the Executive Director’s schedule, including appointments, meetings, and travel arrangements. • Screen calls, emails, and correspondence, responding on behalf of the ED when appropriate. • Prepare meeting agendas, presentations, and take minutes during meetings. • Ensure the ED is well-prepared for meetings by providing necessary documents and briefings. 2.2 Communication and Coordination • Liaise with internal departments, board members, partners, and stakeholders on behalf of the ED. • Draft, proofread, and format correspondence, reports, and presentations. • Handle confidential and sensitive information with professionalism and discretion. 2.3 Meeting and Event Management • Schedule and coordinate executive meetings, including Board of Trustees meetings and committee meetings. • Arrange logistics for meetings, including venues, catering, and necessary equipment. • Follow up on action items from meetings to ensure completion. 2.4 Project Assistance • Assist in the planning, coordination, and execution of special projects. • Conduct research and compile data to support the ED’s decision-making. • Collaborate with team members to ensure the smooth execution of executive office initiatives. 2.5 Travel and Expense Management • Arrange domestic and international travel, including flights, accommodation, transportation, and visa requirements. • Prepare detailed travel itineraries and ensure all arrangements are seamless. • Manage the ED’s expense reports, budget tracking, and reimbursements 3) Fundraising & Resource Mobilisation (40%) 3.1 Fundraising Event Planning • Assist in the planning and organisation of fundraising events, including the Gala Dinner and Borneo Project initiatives. • Work closely with event committees, vendors, and sponsors to ensure successful execution. • Monitor the Resource Development Team’s handling of logistics, invitations, sponsorship packages, and post-event reporting to ensure transparency and adherence to the procurement process. 3.2 Donor Communications and Stewardship • Monitor the Resource Development Team’s donor communication materials, acknowledgements, and thank-you letters • Monitor the effectiveness of the Resource Development Team and Media & Communications team to ensure appropriate recognition of sponsors and funders • Monitor the effectiveness of the Resource Development Team in maintaining an up-to-date donor database and tracking engagement activities. 3.3 Fundraising Development • Contribute to new fundraising initiatives and assist in developing sponsorship materials. • Work within the Executive Director’s Office & monitor Resource Development Team to achieve a yearly fundraising target in unrestricted income. • Focus on diverse fundraising initiatives and strategic partnerships to enhance financial sustainability. Carry out any other duties as may be directed by the Executive Director of Malaysian AIDS Foundation & Malaysian AIDS Council to further the aims of MAF/MAC.