Summary
Date Posted: Thursday, September 07 2023, Base Salary: Not Disclosed

JOB DETAILS:
• 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.
• Child Sponsorship is a critical component of PIU's strategy, and it is, therefore, essential for the Sponsorship systems to be managed effectively. The purpose of this role is to provide effective Management of sponsorship communications, manage Sponsor visits & relations, manage National Office Inquiries, Collaborate with National Offices (Nos) & Communication Team on Sponsor Acquisition campaigns(content & media production), work with Communications team in documentation of success stories and production of quarterly, annual newsletter, work with the Sponsorship coordinator in managing the Alumni Database and Network and provide administrative support to Sponsorship and programs unit and Field teams so that they are able to deliver against PIU's Sponsorship Commitments, Policies and Procedures

Role Dimensions:
• The Sponsorship Communications Officer is responsible for supporting the Sponsorship Manager and the Head of Operations in providing efficient and adequate support to field operations. The Job Holder contributes towards achievement of PIU's Sponsorship enrolment targets and KPIs and ensures an effective linkage with National Offices (NOs) and other stakeholders
• While this position is office based, it will also involve occasional field visits to support the teams to meet the required service level agreements on time. The holder requires very good interpersonal and communication skills and teamwork 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 policies and procedures in the execution of his or her role while promoting a culture for delivery of results, both short and long term.
• Level of contact with children
• Occasional physical interaction with children but extensive contact with child Data
• Key result areas:

KRA 1: Sponsorship Communications Management & Reporting
• Ensure smooth management of all sponsorship communications to maintain timely and quality communication with sponsors and children.
• Process incoming sponsor gifts on a weekly basis; ensure that such gifts are dispatched in a timely manner to the respective field offices with the accompanying track form
• Monitor track, quality execution of the Sponsored children (SC) Communications and provide reconciliations and updates for every Program Area (PA)
• Analyse and Reconcile PA Performance status, identify emerging issues and engage the respective stakeholders to maintain the Sponsorship communications Standards
• Develop the capacity of staff and Volunteers on engaging SCs using writing pads and Quality assurance in sponsor communications
• Coordinate all relocations to Kampala from all the program areas and ensure that communications for these SCs are done
• Prepare and submit, timely analysed monthly Child Sponsorship Communications Management reports
• Review 100% of sponsorship communications that are sent to Country Office (CO) to ensure that they comply with the requirements of the sponsorship commitments
• Ensure that misdirected, unlabelled is timely and dispatch in line with the gift policy.
• Support the Sponsorship Manager with reporting and administration pertaining to Sponsorship Commitments and Caseload Management:
• Ensure that Plan International’s Child Protection Policy and principles are adhered to at all times by all Plan International Uganda Staff and associates

KRA 2: Relationship building and External Engagements
Liaise with the Sponsorship Manager and communications team to maintain quality relationships with the International Office, various National Offices, and Plan International Uganda (PIU); ensure their needs are met promptly and professionally:
Manage National Office Inquiries (NOIs)
• Design a system for tracking information requests by the field and NOs
• Track NOIs every quarter for programming interventions
• Ensure that responses to requests are made in an accurate and timely manner; inform the Sponsorship Manager of all critical requests that may require their closer follow up
Support Sponsor Acquisition Campaigns/Media visits and Documentation
• Create compelling content, including newsletter stories, social media posts, and website updates, to promote the organization's programs and activities.
• Collaborate with program managers to gather relevant information and success stories to showcase the impact of sponsorships.
• Ensure timely and accurate delivery of sponsorship and donor communications.
• Coordinate with the design team to create visually appealing and engaging children engagement materials and marketing materials.
• Monitor and track the effectiveness of communication efforts, using analytics and feedback to improve strategies and messages.
• Build and maintain positive relationships with sponsors and donors through regular communication and personalized acknowledgments
• Work with Sponsorship Coordinators to ensure participation and documentation of Sponsorship in the Key International and National days celebrated by Plan International Uganda.
• Ensure participation of Sponsorship in the Uganda quarterly newsletter
Manage Sponsor and Media visits by:
• preparing a quarterly summary schedule of all sponsor visits (SP) visits to the Sponsor manger (SM) and the field and document all emerging issues.
• Communicate sponsor visit announcements to the field teams and participate in the organization of the visits to effectively portray a positive image of Plan International Uganda
• Upload sponsorship visit reports on Child Data within 14 days after the visit
• Update SP Visit documents and share with NOs,
• PAs Accompany sponsors to meet sponsored families
• Review Visit Reports and Sponsor Feedback Reports
• Coordinate Group visits and other major donor events
Alumni coordination
• Support in the management of Alumni database and groups created on social media, online social networking sites such as the Plan International’s own site, LinkedIn, Twitter and Facebook, and undertake mailings to alumni as required.
• Support in collection of Alumni success stories

KRA 3: Quality Assurance & Risk management
• Ensure quality assurance control mechanisms for sponsorship communications are adhered to.
• Develop Quality assurance controls for Sponsor communications and ensure their functionality in all PAs
• Build capacity of staff and volunteers in quality production of communications in line with Plan International business rules including child engagement skills
• Review all sponsor communications and media for quality assurance
• Build capacity of staff and volunteers in child engagement skills
• Conduct visits to the respective PAs to verify whether the SC gifts have been proof read, entered into child data and distributed to the respective SCs within a period of one month
• Ensure staff and volunteers understand risk areas of sponsorship communication management

KRA 4: Administration support
• Provide quality logistical support to sponsorship department, liaising with colleagues in the Operations team to ensure timely customer service is provided:
• Work with Sponsorship Manager to ensure best practices for Sponsorship communication budget
• Provide logistical and organizational support in procuring and preparing required materials and supplies for program-related workshops, meetings and training
• Maintain a documentation system for Program documents both manual and electronic
• documenting and circulating CO meeting minutes. Further ensure that such minutes are accurately documented and subsequently shared in a timely manner.

KRA 5: 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
• Bachelor's degree in arts and Humanities, Communication, Business Administration or any other related field.
• Must have at least 2 years working experience preferably with an NGO
• Knowledge of documentation and content writing an added advantage
• Knowledge of media production (photography & videography) desirable

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
• Proven Content writing and documentation Knowledge, skill
• Previous experience with still photography, videography, and story writing
• Critical thinking/questioning, self-drive and innovative
• Knowledge and Experience in Database management may be an added advantage.
• Excellent interpersonal and communication skills and public relations skills, strong English language (written and oral)
• Previous experience in coordinating donor visits and high-level events is highly preferred.
• Ability to work under minimum supervision
• Must be a team player and team builder


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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