Sponsorship Assistant Lira

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Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And 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.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ROLE PROFILE

Title Sponsorship Assistant
Functional Area Sponsorship
Reports to: Sponsorship Coordinator
Location Lira Travel required Regular field work in rural areas
Effective Date May 2021 Grade B

ROLE PURPOSE

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

To assist the Sponsorship Coordinator in giving support in the department and promotion of Plan International Uganda’s Country goals in growth, customer satisfaction and establishing an effective linkage with National Office (NO) and other stakeholders, ensuring that both units offer efficient and adequate support to field operations.

Dimensions of the Role

Manages and ensures quality of sponsorship communications and safety

Accountabilities

SCIs and SCUs:

  • Type, proof read and compile all SCIs and SCUs for each month in time (A minimum of 70 SCIs and SCUs typed & processed daily).
  • File original SCI or SCU questionnaire on SC file.
  • Use checklist to ensure that information on the SCIs and SCUs is accurate.
  • Download quality SC photos from the field staff to a designated file for future use
  • Download SC consent forms, rename them, store in a designated folder and forward to the Sponsorship Coordinator for consolidated storage.
  • Encode SC photos using the approved Child Data photo Encoding Tool (CDPET).
  • Upload to ChildData SC photos and SCIs of all enrolled children within five days of enrolment.
  • In line with sponsorship commitment, ensure that there is no backlog on SCUs submitted by frontline staff.

Production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments:

  • Read all SP/SC letters and highlight all questions in them before sending to Sponsorship Coordinator for tracking.
  • Refer all controversial statements in SP letters to the Sponsorship Coordinator for review.
  • Verify National Office Inquiries (NOIs), SCCDRs and cancellations as assigned by the supervisor.
  • Ensure that SP addresses do not reach the frontline staff and SCs.
  • Open all SP parcels to SCs, scan for inappropriate content and pass on to the Sponsorship Coordinator within 5 days of receipt.
  • Track all SC letters to SPs with inappropriate content, dialogue unworthiness and share with the Sponsorship Coordinator at the end of every month.
  • Track all letters written by SCs and share with the Sponsorship Coordinator at the beginning of every month.
  • Track all SC gifts in ChildData within 7 days of receipt.
  • All SP mails and gifts to different CDFs must be sorted, properly packed, labeled and handed over to CDFs after they have verified.
  • Dispatch SC communications for NOs that have not gone live with digital communications on a weekly basis so as to meet the requirements of commitment 6 and 7.
  • Scan and email all SC communications for all countries that accept scanned versions so as to meet the requirements of commitment 6 and 7.
  • Proofread, scan, encode and upload all digital SC communications to ChildData on a weekly basis so as to meet the requirements of commitment 6 and 7.
  • File all carbon copies of SP/SC letters and correspondences in their respective SC files folders.

Empowerment and sustainability:

  • Support community trainings in Sponsorship communications.
  • Verify existence of SCs/ SC family members in the system as required by program staff.
  • Participate in working with children and community members to produce quality and timely Program Area Overviews (PAO) and Sponsorship/Program Area Reports (SPAR).
  • Conduct SC home visits, summarize key findings/recommendations to inform programming.
  • Track SC benefits, store both in hard/soft copies and file for easy access.

SC Cancellation and Graduations:

  • Type cancellation/graduation memos in free format correctly, accurately and timely before submitting to the Sponsorship Coordinator for final editing and quality control
  • Upload all CMSCs to Child Data within 4 weeks of cancellation
  • File copies of CMSC and cancellation questionnaires in their respective SC file folders.

New Enrolment:

  • Support enrolment of SCs in new locations.
  • Enter into child data SCI information with complete quality photos for new enrolments within five days of enrolment
  • Open and properly label files for new enrolment immediately

Dealing with Problems:

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 policies and procedures in the execution of his or her role while promoting a culture for delivery of results, both short and long term.

Child Protection and Gender Equality & Inclusion

Ensures 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.

Key relationships

The position requires to optimize contributions of others particularly the CDFs and PAMs as well as the Sponsorship Coordinator and externally the community volunteers. The post holder will be required to initiate, develop and maintain a range of working relationships in the PA so as to effectively deliver on the job.

Leadership and Business Management Competencies

Leadership Competencies

  • Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
  • Set high standards for self and others’ behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
  • Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
  • Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
  • Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
  • Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them  utilize their potential.
  • Accept change and support others in adjusting to it, helping them understand.

Business Management Competencies

  • Understand relevant sectorial context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
  • Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
  • Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
  • Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.

Technical expertise, skills and knowledge

Knowledge of Database management and sponsorship systems policies and procedures is essential for this post

Skills

  • Computer skills and use of relevant software and other applications
  • Good communication skills both written and verbal
  • Interest in the wellbeing of the disadvantaged
  • Excellent interpersonal skills
  • High level of flexibility
  • Excellent time management & organizational skills

Attitudes and Behaviours

  • The post holder must be a result oriented person
  • Demonstrates a ”self-starter” attitude and an ability to take initiative and work with ambiguity
  • Demonstrates an ability to participate in a team-working environment
  • Is honest, fair and truthful
  • Demonstrate willingness to spend extra time to achieve results.
  • Exhibits value for money considerations and opportunities in all decisions and current practices
  • A pleasant, open minded, hardworking and friendly personality.
  • Able to work efficiently under pressure
  • Children, family and community development issues.

 Qualification and Experience

  • Advanced Diploma in Secretarial Studies, Business Administration or any other related field.
  • 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 have at least 2 years working experience preferably with an NGO.
  • Prior customer care training /experience.
  • Proficiency in both oral and written communication skills in English
  • Must demonstrate ability to generate and utilise digital images
  • Has experience using Windows 2007 and above, outlook express or Outlook 2007, Anti-    virus software.
  • Has experience in Basic backup and recovery procedures for corporate systems.
  • Has experience working on a LAN environment.

Plan International’s Values in Practice

We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.
  • Holds self and others accountable to achieve the highest standards of integrity.
  • Consistent and fair in the treatment of people.
  • Open about mistakes and keen to learn from them.
  • Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

  • Articulates a clear purpose for staff and sets high expectations.
  • Creates a climate of continuous improvement, open to challenge and new ideas.
  • Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
  • Evidence-based and evaluates effectiveness.

We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Office based position with occasional travel to the field

Level of contact with children

Occasional physical interaction with children but extensive contact with child Data .

Additional Responsibilities:

Child Protection Policy Responsibilities (mandatory for all staff)

  • Adhere to the Child Protection Policy, Code of Conduct and reporting any CPP issues.
  • Responsible for the implementation of the CPP standards as they apply to area of responsibility plus the development of actions to address identified gaps and monitoring their effectiveness.
  • Ensure that all Plan International partners, visitors and associates in his/her area of responsibility are provided with, are made aware off and have signed and returned a copy of the child protection policy. Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.

Location: Lira

Type of Role: 1 year Fixed Term ( Renewable)

Reports to: Sponsorship Coordinator

Grade: B

Closing Date: 12th August 2021

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

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