Sponsorship Communication Administrator

BACKGROUND

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

Nkasi PU has started its operation in March 2016 as result of the process of Plan Tanzania overarching aim is to reach the marginalized and excluded in line with Plan’s global strategy. The region, Rukwa as a whole is performing poorly in almost all social – economic indicators, and sponsorship feasibility was observed to be favourable for Plan International to work in the area. We are currently identified 5 wards where sponsorship communication project is focused.

ROLE PURPOSE

This role will aim to ensure the efficient and effective operation of Child Data Sponsorship corporate software and system. Timely and quality production and processing of sponsorship communication items in the PU.

Dimensions of the Role

The position holder will directly report to Program Unit Manager. Has secondary / dotted reporting relationship to the Sponsorship Manager. This role is required to streamline and improve Sponsorship and Communication activities in the PU thus increasing efficiency and effectiveness of Plan sponsorship operations and coordinate Data Entry Clerks in the PU for quality processing and production of sponsorship communication items.

Accountabilities

• Coordinate sponsorship communication activities in the PU
  • Documentation and records of all income and outgoing items by ensuring quality and timeliness
  • Support Data entry clerks and ensure all activities are performed timely and accurately
  • Ensure NOIs received are timely recorded and responded on time and reported in monthly/quarterly sponsorship reports
  • Coordinate and facilitate the exchange of letters and gifts between Sponsors and Sponsored children
  • Control the receipt and dispatch of communication from CO to field and vice versa

• Budgeting

• Prepare PU sponsorship communication project budget and PO  and management of the PO

• Coordinate all ChildData  and ES4 entry for SP and SC communications

• All items are considered and entered into the system in accordance to the required standard.
• SC communication field work supporting documents (TO DO LIST) are prepared and distributed timely.
• Receive and check communication items produced by CDFs each month

• Manage the PU case load

• New quota, cancelation and replacement are timely organized and processed
  • Manage the enrolment of girls to meet global target of 64%
• All items are organized and processed into the ES4 and ChildData
• All items are reviewed for quality check.

• Ensure sponsorship corporate software and system are efficiently and effectively operating

• Data Entry Clerks access Child Data and ES4 system to do their work timely and accurately
• Virus scanning for the server and client is up to date
• Ensure weekly batches, weekly backups and admin utility is done on time
• Security and child protection policies are adhered to

• Technical support to the sponsorship communication team.
  • Ensure regular checks on files in the ES4 directory in consultation with the ICT coordinator
  • Entry of NOI into Child Data (ES4) and fillings
  • Set up user accounts and access rights for Child Data to Data Entry Clerks
• Follow up on all the translation process that need to be entered into the Child Data /ES4
• Arrange sponsor visits and produce a report on the visit and the entry into Child Data /ES4
• Capacity building

• Orientation about sponsorship to new Plan staff at the PU
• Collaborate with CDFs to carry out awareness meetings about Plan and training to Community volunteers

• Child Protection

• Ensure that child sponsorship information and photos are accessed  only to authorized personnel and that child protection policy is adhered to
• Ensure that Sponsors understand and signs the Child protection policy  in advance before they visit the Sponsored children
• Report all unannounced Sponsor visits though required channels of reporting
• Ensure that all involved in sponsorship work are aware of child protection and sign child protection policy
• Ensure that communications items are 100% screened to protect SP and SC
•  

Indicators for success

• Weekly and monthly submission of information and data entered on status of Sponsorship activities
• Quality of data received on sponsorship activities
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• Quality of type of communication provided by the PU
• Few or no NOIs received

1. 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.

Key relationships

[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]

The SCA is a head of sponsorship communication department in the PU. Contacts will be with the following people:

• Low Level of Contacts

• Heads of Departments and CMT members
• SP during SC visits
  • Medium Level Contacts

• Peer in other PUs
• IT manager
• Nos (responding to NOIs and SPV requests)
• SC & families
  • High Level Contacts

• Sponsorship Manager
• PUM

• Data entry clerks

• Community Development Facilitators (CDFs)

• Community volunteers
• Translators

Technical expertise, skills and knowledge

Knowledge

• Degree in the areas of Public or Business Administration, Management, Marketing, Public Relations, Sociology, or related field
• An additional qualification in Public relations will be an added advantage
• 3-5 years’ experience in the related field at a similar level.
• Experience in community capacity building and child rights programming

Skills

• Ability to organize own work and work independently
• Ability to motivate staff and Team building skills
• Innovativeness
• Ability to communicate clearly and effectively
• Excellent report writing, analytical, problem solving, facilitation and interpersonal  skills
• Communication skills, appropriate to the audience
• Ability to work in a multidisciplinary and multicultural environment
• Proficient in computer skills

Skills

• Good analytical and logical ability
• Good communication skills
• Good coaching skills
• Problem and conflict solving skills
• Strong interpersonal skills

Behaviours

• Honest
• Respect others
• Respect and protect children
• Gender-sensitive
• Motivate and encourage others to work
• Result oriented
• Transparent
• A team player

Plan International’s Values in Practice

We are open and accountable

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

We strive for lasting impact

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

We work well together

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

We are inclusive and empowering

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

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.]

Most of the time this job is done in the office and sometimes in the field 

Level of contact with children 

High level: Frequent interaction with children