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 job holder acts as a champion for child sponsorship programme in the Programme Area and provides valued support to Field teams so that they are able to deliver against PIU’s Sponsorship Commitments, Policies and Procedures.

Role Dimensions:
• The Sponsorship Systems & Reporting Coordinator is responsible for managing Sponsorship systems that ensure quality delivery of child sponsorship. The job holder ensures that sponsorship strategies and policies are translated into practical actions so that the sponsorship unit offers efficient and adequate support to the Field staff who are responsible for working in communities with Sponsored Children and their Parents.
• This role will Manage PIU Child Sponsorship Data and Information systems, Sponsorship Digital Data Collection, Global and Local Sponsorship initiatives and Sponsorship data management and reporting within the global policies, standards and guidelines.

• The post holder will be responsible for coordinating System initiatives, analysis of sponsorship data/information and reports to support continuous improvement of sponsorship communications/programme/initiatives, coordinate and support the implementation of sponsorship participant long-term and annual planning process, ensure effective child monitoring, quality media production and coordinate Sponsorship Program Area Report production processes.
• The position takes part in budgeting but is not responsible for managing a budget; indirectly, the quality of communications impacts the continued commitment of sponsors and can, therefore, effect fundraising.
• The position involves a degree of complexity in resolving a wide range of sponsorship information systems related challenges. The post holder will demonstrate the ability trouble shoot IT issues, work with Global Hub in roll out of initiatives and system upgrades and work in cross functional teams, to pay attention to detail and solve problems in a very prompt manner. The Post holder will also ensure adherence to policies and procedures, and promoting a culture for delivery of results, both short and long term.
• Level of contact with children
• This position has been classified as “high contact”: Significant interaction with children
Key result areas:

KRA 1: Management of Sponsorship Corporate Systems and Initiatives
• Ensure that the Sponsorship Corporate System and Sponsorship Digitalisation Project is fully functional in the PAs and effectively supports the information management requirements of field teams, the Country Office, and Plan International:
• Manage Child Sponsorship technical and Business systems within the Plan Set standards and guidelines.

• Provide Capacity for Programme Areas on how to use the sponsorship systems and hard wares (computers, mobile devices and other sponsorship gadgets) & monitor utilization, mapping, configurations, troubleshooting
• Monitor and support proper configuration and utilization of sponsorship systems and hardware’s and ensure timely and smooth transferring and remission of Child Sponsorship data.
• Identify challenges and Work with ICT &GH to support and to develop solutions to operational challenges.
• Work with IT & SM to conduct system mapping and provisioning of Sponsorship staff, communities and Programs Area.
• Support and guide staff and volunteers to ensure security of child information, data backup and hardware.
• Roll out approved Sponsorship Initiatives as per GH, NO, CO plan and guidance.
• Effectively manage implementation of initiative(s) as per plan and report on progress, recommendations within partnership guidelines.
• Train, coach and mentor staff and partners on the initiative and follow-up on utilization of the initiative.
• Follow up with staff and Partners to ensure 100% roll out and adoption of Initiatives

KRA 2: Participant Allocation Management
• Support Alignment of PIU Sponsorship with the Participant Allocation policy for long-term planning’s purpose guiding the strategic distribution of sponsorship participants to meet Plan International’s Sponsorship Commitments and the strategic management of its sponsorship programme to maximize impact.
• Works with the Sponsorship Manager (SM) in developing an updated global long -term sponsorship participant allocation plan and annual plans in coordination with all PAs.
• Prepare the green sheet and updates it as necessary.
• Monitors the implementation of the Sponsorship participant allocation plan to be within the agreed targets and limits to minimise overheads and reports variances and issues to Sponsorship Manager
• Develop contextualised Phase in and phase out business case in line with the Country Office Participant allocation Plans.
• Co-ordinate Phase in and the enrolment of sponsored children across Programme Area to achieve annual caseload objectives.
• Update approved phase -out and phase in plans and track cancelation and enrolment timelines
• Support Phase out processes and communications including Farewell letter, Project closure comment, Community Farewell Video, Community Farewell Photos

KRA 3: Data Management, Monitoring & Reporting
Ensure effective monitoring, quality data across the Pas and timely production of Sponsorship Management Reports
Ensure that high quality sponsorship items are entered in Child Data
• Monitor and track quality data entry in Child Data systems.
• Ensure that Child Data is running well and any anomalies are reported to ICT.
• Carry out spot checks as required to ensure 100% complete, accurate information and safety of Sponsored Child (SC) DATA as per PIU sponsorship guidelines.
Management of Sponsorship Performance in accordance to Plan business rules.
• Support teams to achieve all sponsorship key performance indicators (KPIs)
• Support teams to deliver as per monthly and quarterly production schedules.
Ensure that the procedure regarding notification of a cancellation and verification are followed:
• Review and approve CMSC/GMSC before uploading to Child Data.
• Ensure all SC cancellations resulting from dual sponsorship and non-cooperation reasons are approved by the SM before they are processed.
Ensure that the procedure for NOIs is followed by staff:
• Quarterly NOI analysis report produced and used to improve the quality of communications.
Carry out regular analysis of Country Office performance management reports on sponsorship participant and other sponsorship reports
Coordinate sponsorship management standard assessment annually to monitor implementation of Management Standards and indicators, identify areas for improvement and identify where policies and/or procedures are not yet fully implemented.
Coordinate production and submission of quarterly Management Report to drive management discussions, generate insights, make informed decisions and ensure accountability in Country Offices (both Country Management Teams and wider)
SPAR (Sponsorship Programme Area Reports) Production
1. Share timelines and orient staff on SPAR guidelines
2. Coordinate production and submission of the Sponsorship/Program Area Reports (SPAR)
3. Work with Sponsorship Manager in review and submission of SPAR documents within business rules
4. Build capacity of staff and volunteers in production of quality child and community media (photos and videos)
Generate/consolidate needed data/reports to support the sponsorship quarterly performance report in coordination with staff responsible for the report.
Analyse sponsorship data, information and produce reports to be shared with relevant stakeholders periodically for learning and to support continuous improvement of sponsorship.
Management and execution of Child monitoring Standards;
• Ensure all SCs are monitored in line with business rules
• Build capacity of staff and volunteers in effective monitoring of SCs
• Share monthly reports on SC monitoring
• Monitor and support timely, annual SC Validation exercises
Monitor and support timely, accurate, and valid SC data management and reconciliation.

KRA 4: Quality Assurance & Risk management of sponsorship operations
Develop quality assurance control mechanisms and ensure risk management of sponsorship program
Ensure that PIU staff, partners and stakeholders are fully aware of PIU's sponsorship Operations and the 9 commitments of Plan International Uganda:
• Circulate Plan International's Sponsorship guidelines
• Develop and deliver regular briefings and trainings, including induction for new staff members at PA level.
• Provide advice and guidance as required
Coordinate trainings / orientation of staff and volunteers in Sponsorship Business processes, Sponsorship Basics
Consolidate and share National Office, Global Hub and Programme Area emerging quality issues and Support APs take appropriate actions
Share sponsorship risk management guidelines
Build capacity of staff in Risk management in sponsorship
Periodically Review and Support PAs to take appropriate actions to mitigate sponsorship risks and audit Findings
Develop the capacity of staff and Volunteers on Quality assurance in, Media and SC data

KRA 5: Programme Area Technical Support & Accountability
• Collaborate with the Programme Area Coordinator (PAC) to lead those involved in Sponsorship Activities (both matrix-managed programme implementation staff and the Sponsorship Systems Officer/s) in a manner that empowers them to contribute effectively towards achievement of PIU’s strategy and sponsorship KPIs:
• Lead and manage the team towards high standards of performance through clear roles & responsibilities and provision of appropriate support; produce for each frontline staff a to-do list reminder every Monday to ensure that all new due communications are attended to
• Facilitate awareness creation and raising in PIU’s sponsorship areas in particular and Plan’s work in general in new areas

• Develop Capacity Building Plan for assigned PAs
• Monitor and assess capacity needs of staff
• Submit training program for Sponsorship staff to the SM, PAC, conduct the training, or outsource trainers and report back after delivery of the training; deliver the sponsorship training for field and sponsorship staff, as per the Sponsorship Book
• Coordinate all sponsorship initiatives trainings and roll out across the PA
• Ensure monthly PA sponsorship Report submission to CO
• Foster an inclusive environment by implementation of policies and ways-of-working that provide for diversity and equal opportunities and utilisation of a leadership style that will drive employee engagement
• Develop and encourage staff who directly report to the Sponsorship Coordinator position through on-going staff development and career management; proactively address poor performance through timely constructive feedback, coaching and appropriate corrective action
• Participate in internal and external Peer Reviews annually or as prescribed by PIU Policy.

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
• A University Degree in IT, social sciences, management, education, development studies or any child-centred related field. Prior knowledge in child sponsorship systems management and data management is necessary.
• At least 3 years’ experience in development related work.

Leadership Competencies
Myself as a Leader
• Courageous in taking a lead, challenging self and others on their attitudes, assumptions, unconscious bias and behaviour; speaks positively about change and supports others in adjusting to it.
• Lasting Impact
• Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.

Open & Accountable
• Holds self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively; at all times acts in the best interests of PIU and her beneficiaries.

Work Well Together
• Creates a positive team spirit, helping people work well together as a team; proactively resolves situations of conflict by generating solutions that will work for all involved; deliberately adjusts own behaviour to influence or persuade others.
• Inclusive & Empowering
• Appreciates the expertise and creativity of others; actively seeks out others' views and incorporates their insights or perspectives into decision-making and action-planning.

Skills & Knowledge
• Motivates and develops others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential; acts as a role model of continuous professional development and willingness to learn from mistakes.
• 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,
• 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.
• Experience of leading others with a track record of delegating work effectively, supporting good performance of others and promoting staff wellbeing and motivation.

Critical Technical Competencies
• Experience in data management systems and strong IT Skills
• Has experience in trouble shooting, basic backup and recovery procedures for corporate systems.
• Has experience working with a big team
• Has computer skills in Windows, MS Excel, Word, publisher and power point, MS Access and Data analysis tools.
• Proven experience in photography and videography
• Strong analytical and report writing skills
• Interpersonal and communication skills

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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