Summary
Date Posted: Thursday, September 15, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Sponsorship/Programme Assistant

ORGANISATION OVERVIEW & ROLE PURPOSE
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected.
Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. We enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
The Sponsorship and Programme Assistant is responsible for supporting the Sponsorship Manager and the Head of Program Development and Quality in giving support to and promotion of PlU’s goals in growth, customer satisfaction and establishing an effective linkage with National Offices (NO) and other stakeholders, ensuring that both units offer efficient and adequate support to field operations

ROLE DIMENSIONS:
• Child Sponsorship is a critical component of PIU’s strategy and it is, therefore, essential for the Sponsorship systems to be managed effectively. The job provides valued administrative support to two departments (Sponsorship and Programs) so that they are able to deliver against Plan International Commitments, Policies and Procedures. it involves multitasking roles
• The role has a significant Quality Assurance component, ensuring that communications between Sponsored Children &/or their Parents and National Offices / Sponsors are appropriate, timely and in line with quality standards. In addition, that sponsorship data entered into the system is complete, accurate and timely.
• The position is not responsible for managing a budget; indirectly, the quality of communications impacts the continued commitment of sponsors and can, therefore, effect fundraising.
• While this position is office based, the holder requires very good communication and team work abilities to be able to effectively deliver on the job. The post holder will demonstrate the ability to solve problems in a very prompt manner. The Post holder will also ensure adherence to the business rules of sponsorship as well as policies and procedures in the execution of his or her role while promoting a culture for delivery of results, both short and long term. And he or she will demonstrate the ability to work in cross functional teams, to pay attention to detail and solve problems in a very prompt manner.

Level of contact with children
Occasional physical interaction with children but extensive contact with child Data

Key result areas:
KRA 1: Plan International Commitments and Caseload Management
• Provide administrative support to the Sponsorship Manager, Sponsorship Coordinator, and the Field Teams responsible for enrolment of Sponsored Children (SCs);
• Provide sponsorship support to the field offices as and when such requests arise, by ensuring that materials are well designed and procured and despatched to the field in a timely manner
• Participate in producing sponsorship marketing materials like videos to attract more sponsors
• Prepare and submit the country green sheet for review by the sponsorship manager by 1st April every year
• Review 100% of sponsorship communications that are sent to CO to ensure that they comply with the requirements of the Plan International commitments
• Support in the delivery of sponsorship trainings for new staff members
• Extract data using child data query tool to ensure that there is no backlog for SC graduations

KRA 2: Sponsorship Communications and Reports
• Provide routine support to the sponsorship department in managing production of Quality Sponsorship Communications) in line with the Plan International commitments and sponsorship manual
• Process incoming communications:
• Track and receive all incoming communications from the national offices (gifts and letters) and ensure a weekly check at post office for any incoming gifts from Nos
• Coordinate all relocations to Kampala from all the program areas, by following up their current location, taking photos, and uploading the package onto FTP for the Sponsorship Coordinators to upload a complete package onto child data
• Weekly sort out gifts as they come in and ensure that such gifts are dispatched in a timely manner to the respective programme areas with the accompanying tracking form.
• Ensure that SP addresses do not leave country office.
• Maintain the filing of all the sponsorship reports for easy reference
• Edit and compile cancellation memos from the field before forwarding to the sponsorship manager for final review and approval and later upload them onto FTP for sponsorship coordinators to upload onto child data
• Develop and operate a tracking system to ensure that all correspondence is accurate and dealt with in an appropriate and timely manner:
• Ensure weekly, monthly and quarterly analysis of the National Office Inquiries received by the country and discussing with SM for development education, programming and further improvement of the underlying processes
• Ensure that responses to requests are made in an accurate and timely manner. Further inform the SM of all critical requests that may require their closer follow up
• Based on monthly dispatches of SC gifts to the field and after dispatch from the CO, conduct quarterly visits to the respective PAs to verify whether the SC gifts have been received, entered into child data and distributed to the respective SCs within a period of one month.
• Produce a back to office report with a summary of key findings/recommendations to inform programming
• Refer all controversial gifts/ statements in SP letters to the Sponsorship Manager for review and further action
• Ensure that sorting of parcels and gifts that are due for dispatch to NOs or that are misdirected, unlabeled are timely dispatched in line with the gift policy.
• Process SC communications in accordance with the procedure:
• Coordinate with the sponsorship coordinators and Administration coordinators to ensure transportation of the gifts to the programme area is made in a timely manner
• Coordinate with the courier companies to dispatch of all SC communications that come from all the programme areas to the different National offices is done in a timely manner

KRA 3: Relationship building and communications with the National office
• Provide administrative support to Field Teams as they engage with communities;
• Conduct quarterly visits to the respective programme areas to verify the SC communication delay reports (SCCDRs) and cancellations
• Carry out SC home Visits and ensure that feedback is shared with the sponsorship coordinators, and the sponsorship manager to follow-up with the concerned teams
• Support in production of quality and timely sponsorship /program area reports (SPARs) by editing photos, formatting and proofreading the document
• Coordinate all SP visits by preparing a quarterly summary schedule of all SP visits to the Sponsorship Manager (SM) and the field
• Accompany Sponsors to meet the sponsored families
• Develop and discuss with the Sponsorship Manager a list of all emerging issues from the sponsor visits for programming and further improvement of the underlying processes
• Produce a back to office report with a summary of key findings/recommendations to inform programming

KRA 4: Corporate Systems and Processes
• Input required data into the Sponsorship Corporate System ensuring that it effectively supports the information management requirements of field teams, the Country Office, and Plan International:
• Analyze sponsorship data regarding SCCDRs, NOIs, and sponsor visits on weekly, monthly, quarterly and annual basis and share with sponsorship manager
• Compile weekly & monthly sponsorship reports and share with sponsorship manager for further follow-up with field staff on gaps identified
• Contribute to design of sponsorship documents and products for sharing with NOs and sponsors
• Coordinate staff meetings and follow-up on agreed actions in relation to sponsorship processes
• Ensure that gifts are tracked
• SC Cancellation and Graduations:
• Review all cancellation/graduation memos before submitting to the Sponsorship Manager for approval
• Export SC active file using child data query tool to analyse the cancellations for SC graduations to ensure zero backlog.

KRA 5: Program and Project targets
Provide support to the country programme team (CPT) in promotion of PlU’s goals in growth and offering efficient and adequate support to field operations:
• Provide coordination support for all program-related external visitors, ensuring all preparations are made, communications shared with the country programme team and Executive Assistant
• Prepare and maintain CPT events calendar on a quarterly basis
• Provide logistical and organizational support in procuring and preparing required materials and supplies for all program-related workshops, meetings and trainings
• Maintain a documentation system for Program documents both manual and electronic
• Serve as the permanent secretary for documenting and circulating CO CPT meeting minutes. Further ensure that such minutes are accurately documented and subsequently shared in a timely manner

KRA 6: Safeguarding, Gender Equality & Inclusion
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

ROLE REQUIREMENTS:
Qualifications
• Advanced Diploma in Secretarial Studies, Business Administration or any other related field.
• Must have achieved a minimum of A-level education.
• Must have at least 2 years working experience preferably with an NGO.
Leadership Competencies
• Myself as a Leader
• Behaves in line with our values, bringing energy and commitment to the task of safeguarding girls, children, young people, vulnerable adults and colleagues; constructive and optimistic in facing challenges and change.

Lasting Impact
• Focuses effort where it will make the best contribution to PIU’s purpose and strategic goals; takes the initiative to find new and better ways of doing work.
• Open & Accountable
• Understands and adheres to the policies, processes, practices and standards relevant to own work; honest and efficient in use of resources, including own time.
• Work Well Together
• Acts as a good team player, communicating effectively and being open and supportive towards those around them; is aware of the potential impact of their behaviour on others and makes sensitive choices.
• Inclusive & Empowering
• Collaborates with team members, colleagues and partners in an active and engaged manner; shares information, experience and ideas with the aim of helping or empowering others.

Skills & Knowledge
• Takes responsibility for own performance and development: reflecting, seeking and listening to feedback, learning from mistakes, finding people or resources to help them learn, keeping knowledge and skills up to date.
• Critical Business Management Competencies
• Good understanding of broad trends in the development and humanitarian sector and key external organisations relevant to the [thematic area of job].
• Good track record of planning and organising work effectively; managing time to deliver results against agreed priorities, objectives and quality requirements, to time and within budget.
• Good analytical skills as required to obtain and process information and numerical data from a range of sources and use the insights gained to inform decisions or communications.
• Good understanding of key risk-related policies, procedures and standards, (for instance, good practice in Child and Youth Safeguarding and Protection; Gender, equality and inclusion; Counter fraud; Safety and Security); solid track record of compliance
• Strong written and spoken communication skills, especially in English language, with an ability to effectively adjust content and presentation to suit varied audiences internally and externally, to get key messages across.
• Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity.
• Critical Technical Competencies
• Good computer skills especially in Micro-soft Word and Excel
• Good typing skills of not less than 50 words per minute.
• Knowledge and Experience in Database management may be an added advantage.
• Must demonstrate ability to generate and utilise digital images
• Has experience in Basic backup and recovery procedures for corporate systems.
• Has experience working on a LAN environment.


Work Hours: 8

Experience in Months: 24

Level of Education: Postgraduate Degree

Job application procedure

Apply online at https://jobs.plan-international.org/job/Kampala-Sponsorship-Program-Assistant/849715001/ 


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