Sponsorship Communication Administrator

  • Full Time
  • Makwanpur
  • Applications have closed

Website Plan International

JOB OPPORTUNITY

Sponsorship Communication Administrator

Number of Vacancies: 1
Functional Area: Sponsorship
Reports to: Sponsorship Coordinator
Location: Regional Office – East (Partner Office)
Travel required: Periodic travel to program communities
Grade: B
Type: Fixed Term Employment of 2 years from date of employment based in Makwanpur

NOTE: Plan International Nepal invites the applications from FEMALE CANDIDATES ONLY with priority from minority and youth groups for this position.

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organisation that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalised children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International works in 24 districts in Nepal.

Plan International Nepal has a vision for 2030 as “an inclusive, just and safe society where all girls and young women enjoy their rights and live in freedom”. This is coupled with the ambition of taking action so that 100 million girls learn, lead, decide and thrive as “Girls and young women in all of their diversity reach their full potential as equal and active citizens” by 2023. The country strategy is put into action through the implementation of three interrelated program areas defined as follows:

LEARN: the “Education and Skills and Opportunities for Youth Employment and Entrepreneurship (SOYEE)” program aims to assist vulnerable and excluded girls and young women in adapting and thriving in a changing climate;

LEAD AND DECIDE: the “Youth as Active Drivers of Change and Sexual and Reproductive Health Rights (SRHR)” program aims to empower girls and young women in leading change, having control over their bodies and making informed decisions; and

THRIVE: the “Early Childhood Development (ECD), Child Protection and Child Poverty” program enhances vulnerable and excluded children, especially girls, to be valued and cared for without discrimination, fear and any forms of violence.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The Sponsorship Communication Administrator is responsible for the adequate administration of ChildData ensuring compliance with Data Protection and Privacy Policy in close coordination with partner NGOs.

S/he assists the Sponsorship Coordinator in quality assurance management of sponsorship communication documents and the implementation of quality assurances procedures and principles by implementing partner and their related staff.

S/he also supports the Sponsorship Coordinator in organizing periodic training to all Field team along with key staff of partner NGOs on new updates on Child Sponsorship Communication, systems and compliances.

The position is very important to build a lasting trust between the sponsors and sponsored families by ensuring quality and timeliness of sponsorship communication documents so that the commitments of sponsors for long term development of children are strengthened and
continued.

Description

DIMENSIONS OF THE ROLE

Internal and External Interfaces

ACCOUNTABILITIES

Quality assurance

  • Coordinate the translation and processing of communication documents in time with quality by tracking in the ChildData system.
  • Ensure quality, data authenticity, and dialogue worthiness of communication documents before forwarding to Encoders for encoding, translation and uploading in ChildData.
  •  Support community and program colleagues to organize trainings/coaching to concerns regarding Sponsorship Communication

Reporting

  • Assist the Sponsorship Coordinator in preparing monthly sponsorship communication analysis report;
  • Coordinate with program and sponsorship team of partner NGO for timely submission of Commitment # 2 Report to the Sponsorship Coordinator;
  • Prepare draft Satisfaction Survey Report for timely submission of report to the Sponsorship Coordinator;
  • Assist and support the Sponsorship Coordinator in the development of monthly and quarterly reports; and
  • Facilitate and monitor the timely preparation and submission of Sponsorship Program Area Report (SPAR).

Coordination and Facilitation:

  •  Support NGO partners in facilitating the production of documents (schedule/non schedule) and ensure that all the documents are submitted at least two months in advance; and
  • Supervise and train NGOs employees in relation to data encoding, quality translation as well as accuracy and reliability of information.

Management of sponsorship communication transactions

  • Share schedule due, (To-Do-List (TDL) 3 months in advance by first week of each month to Sponsorship Officer of any partner NGO;
  • Provide the master list and communication due report as and when required;
  • Ensure required communication items are received on time pursuant to the TDL;
  • Ensure all documents are reviewed and standard KPIs are always met;
  • Undertake home visits to monitor product quality and validate satisfaction level (commitment #2) as per the planned activities; and
  • Follow guideline on Dual Enrolment management and train NGO staff/volunteers and community groups to ensure that there are not any dual enrolment cases in the district.

ChildData Maintenance

  • Record any updates on Childdata operation system within the team/partner;
  • Maintain ChildData to ensure quality documents are uploaded and delivered to
  • Sponsors;
  • Log SPLs/Gifts, those not logged by NOs. Log OCC and FWL;
  • Acknowledge communication SGC/SPL/ECO;
  • Log response of all communications (SGR/SGC/ECR/WGC) and generate transmittal list;
  • Enter Primary Data (Name, DOB and SC numbers) of new SCs and report cases of possible dual enrolment to supervisor immediately;
  • Generate ‘Age limit’ cancellation list beginning of fiscal year and process to get approval from country SM on quarterly basis;
  • Check quality and Cancel SCs in the system and ensure the CMSC/GMSCs are uploaded within a month;
  •  Carryout SC data correction;
  • ‘Flag on’ and ‘Flag off’ absent SCs; and
  • Random check SCI/SCUs, SCCs – those uploaded by Data Encoder/processor and share the findings with supervisor.

Departmental administration responsibilities

  • Assist the Sponsorship coordinator in ensuring that all soft and hard copy sponsorship communication documents are securely stored to avoid any unauthorized access or misuse of sensitive information;
  • Maintain up to date record of scanned SCIs/SCUs;
  • Dispatch scanned copies of ECO responses and WGCs to respective Nos;
  • Maintain filing of cancelled SCs files and follow business processes;
  • Report any discrepancies identified and
  • Coordinate with logistic person of NGO for advance supply of communication materials and necessary office supplies throughout the year.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Knowledge and Experience

  • Bachelor’s level in relevant job domain with 1-2 years of relevant work experience in sponsorship operation/communication in development organization.
  • Proven experience in coordination, operation of sponsorship functions, management of critical data, child protection aspect of child sponsorship and facilitation/coaching.
  • INGO work experience preferred
  • Knowledge of child and women’s rights and gender equality

Skills

  • Working with Children
  •  Facilitation Skills
  • Teamwork
  • Cultural Sensitivity
  • Ability to write clearly and concisely in English and Nepali along with translation skills
  • Excellent verbal communication skills.
  • Creative thinking and problem solving skills.
  • Proven IT skills: Word, Excel, Outlook, PowerPoint etc.
  • Ability to prioritise and multitask work when dealing with competing deadlines

Behaviours

  • Taking initiative to be innovative and creative to achieve results.
  • Strives for quality in all they do, respecting deadlines, working continuously to improve performance.
  • Takes responsibility for their actions, and learn from behaviour, successes and failures.
  • Supports gender equality and diversity, and challenges forms of inequality or harassment .
  • Listens to and understand views of colleagues and partners. Draws on their experience to ensure high quality work.
  • Upholds and demonstrates Plan’s values and behaviours.
  • Ability to build, nurture and manage team.
  • Calm under pressure.

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

  • We empower our staff to give their best and develop their potential
  • We respect all people, appreciate differences and challenge equality in our programs and our workplace
  • We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT

[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]

  • Based in Partner Office
  • Able to work in difficult circumstances (remote, without communication and proper food, lodging, etc.)

LEVEL OF CONTACT WITH CHILDREN

Medium contract: Subject to frequency of interactions

Say Yes ! To Keeping Children and Young people safe and Protected.

Source: Kantipur Dainik, 5 November, 2021