Database and Research Officer

Database and Research Officer

Contract: Permanent, Full time 

Location: Canada, Remote - Preference will be given to candidates in Ottawa/Gatineau 

Salary: $70,000 CDN per year with excellent benefits, depending on candidate experience  

Change starts with water. Change starts with you. 

Every day, millions of people live without clean water, decent toilets and good hygiene. WaterAid exists to change that - for everyone, everywhere. Join us to help unlock people's potential and create a fairer future. 
 

About WaterAid 

We're 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 is an all-remote work environment, with our team located in various regions and time zones in Canada. Senior leadership is currently based in Gatineau, Montreal, and Toronto. Philanthropy team members are currently based in the Ottawa-Gatineau region. 

About the role:  

This role 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 is a technical role requiring strong judgment, initiative, and the ability to make evidence-based recommendations. This role will also be responsible for prospect research within the current database, identifying donors with the potential to move in the pipeline. This person will embrace WaterAid’s mission and act as an ambassador for the cause.   

Database management: 

• Act as WaterAid Canada’s subject-matter expert for the fundraising database, with accountability for ensuring data integrity, analysis, and effective use. 

• Ensure donor and gift data integrity, including data entry, gift processing (including recurring gifts), proper coding, donor contact preference updates, and data cleansing. 

• Liaise with consultants and agencies as needed. 

• Establish, document, and update data management standard operating procedures. 

• Own and coordinate software development and upgrades, working 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 with respect to privacy, data protection, implementing backup procedures, developing recovery plans, and 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. 

• Builds and maintains campaign, fund, and appeal structures to support fundraising and financial reporting. 

• Conduct regular research within the donor database to identify prospects for the 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 to improve efficiency and reduce manual effort. 

• Respond to and process donations received by phone. 

• Ensure prompt receipting and documentation for all gifts. 

• Manage the annual consolidated tax receipt process for monthly donors. 

Donor and administrative services: 

• Liaise with donors and prospects to ensure that inquiries and concerns are addressed quickly, and accurately, and that all pertinent information is recorded in the database. 

• Picks up mail in central Ottawa (when required, typically on a weekly basis), and handoff to Finance Department. 

Financial Management:  

• Work alongside Finance department to reconcile donations and resolve discrepancies on a monthly/yearly basis. 

• Ensures cash deposits are made in accordance with internal controls (including in person deposits when required). 

• Assists 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 experienced using 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 with the ability to communicate effectively to a wide array of audiences, including donors, senior leadership, and vendors. 

• Demonstrate an 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 to manage a busy and varied workload, including multiple competing priorities, projects and deadlines.  
• Proven experience with data imports, exports, and data integrations between multiple systems, ensuring accuracy and integrity.  

• Intermediate or advanced experiences using donor databases, data import tools, and data validation tools.  

• Experience working with data cleaning, validation, and quality assurance processes.  

• Experience developing and delivering effective training to stakeholders of all learning styles.  

Required Personal Qualities and Skills: 

• Ability to work collaboratively and flexibly within a small team in Canada while also linking into a larger network of teams and staff across the WA federation
• Highly motivated, proactive and persistent, understanding how to work collaboratively with individuals and teams in a complex remote work environment.
• Commitment to WaterAid’s values and a working style that reflects these. 

View the Full Job Description here

Closing date: Applications close 4:00 PM UK /  11 AM Easter time on 27th February 2026. Interviews may be scheduled on a rolling basis, and the role may close earlier if a suitable candidate is found.

How to apply: Click Apply to complete the pre-screening questions and upload your CV and Cover letter.

Can I use Artificial Intelligence (AI) technology in my application? At WaterAid, we strongly advise against using AI technology at any stage of the recruitment process. Our goal is to ensure a fair and transparent process that provides every applicant with an equal opportunity to succeed. We value hearing about your unique experiences and perspectives in your application, and, if shortlisted, during the interview as well.

Pre‑employment screening: To apply for this role, you must be able to demonstrate your eligibility to work in the respective country. All pre-employment checks will be carried out according to local law and WaterAid’s Safer Recruitment policy. All UK based roles require a basic Disclosure and Barring Service (DBS) check.

As a global organisation, WaterAid is committed to creating an environment where you can thrive and be yourself at your very best. Alongside our inspiring mission and meaningful work, we offer a range of benefits tailored to each country’s context and policies. These will be shared during the recruitment process

Our People Promise

We will work with passion and focus to make sure everyone everywhere has clean water, decent toilets and good hygiene. WaterAid is a place of purpose – where people have a real commitment and shared responsibility for the impact we have. We are a global community with diverse backgrounds and perspectives, motivated by inspiring, stimulating work. We are determined to be a place where people feel safe and able to contribute their voice and truly live our values.

Equal Opportunities

We welcome applications from people of all backgrounds, beliefs, customs, traditions, ways of life and status. This includes, but is not limited to, race, ethnicity, caste, colour, gender, language, religion, political or other opinion, national or social origin, property, birth, disability status, neurodiversity, age, marital and family status, sexual orientation and gender identity, health status, place of residence, economic and social situation.

Safeguarding

We are committed to protecting everyone we come into contact with. We have a zero- tolerance approach to abuse of power, privilege or trust across our global work, and to any form of inappropriate behaviour, discrimination, abuse, bullying, harassment, or exploitation. Safeguarding the people and communities we work with, our staff, volunteers and anyone working on our behalf is our top priority, and we take our responsibilities extremely seriously. All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks).

Together, we’ll change the world through water.

Join us and be part of the change!