Programme Area Sponsorship Systems Officers x6 at Plan International

Job Description

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 reac 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.

The Sponsorship Systems Officer is responsible for supporting the Sponsorship Systems & Reporting
Coordinator and the Programme Area Coordinator 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 the Country Office, National Offices (NOs) and other stakeholders.

ROLE DIMENSIONS:
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 effectively providing technical Support to Program Area (PA) Sponsorship Operations within the business rules for the
wellbeing of children.

The job holder ensures PA Sponsorship operations are within PIU business rules and provides valued support to Field teams so that they are able to deliver against PIU’s Sponsorship Commitments, Policies and Procedures.

The post holder will be responsible for; Management of Child Data System, managing Data entry,
upgrades, support capacity building of staff& volunteer on utilization of new sponsorship digitalization project initiatives. Coordinate Sponsored children (SC) validation exercise. Support and coordinate participant enrolments and graduation processes, Ensure quality production and review of sponsorship communications and quality systems data. monitor and track sponsorship communications, child monitoring, case management and participation within business rules. provide quality sponsorship data for management action, ensure quality assurance control mechanisms and risk management procedures of sponsorship program is adhered to by staff and volunteers, laisse with Country office in managing NOIs and coordinate Sponsor visits.

The position is not responsible for managing a budget; indirectly, the quality of communications impacts the continued commitment of sponsors and can, therefore, effect fundraising.

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 analytical and reporting skills 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 and 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: Management of Sponsorship Systems and Initiatives
• Management of Child Data System, managing upgrades, capacity building of staff& volunteer on utilization of new sponsorship digitalisation project initiatives and data validation
Input required data into the Sponsorship Corporate System ensuring that it effectively supports the information management requirements of field teams, the Country Office (CO), and Plan International
• Carry out timely system upgrades, maintenance and provide timely feedback on Sponsorship systems requested by National Office (NO), Country Office (CO) and Global Hub (GH).
• Support Staff and Volunteers on effective utilization of the new systems initiatives i.e sponsorship digitalisation project, mobile phone and any other new gadgets.
• Support effective quality production of sponsorship media i.e photos and videos in line with business rules
• Ensure that high quality sponsorship Data entry,
• Ensure that Child Data is running well and any anomalies are reported to ICT.
• Ensure that only accurate, true and valid data is entered in Child Data.
• Verify a sample of SCCDR before tracking them in the system.

Monitor and track National Office Inquiries (NOIs):
• Acknowledge NOIs on Child Data within 5 days of logging
• Check that responses are accurate, detailed and are sent to NOs through Child Data within 15 days for NOSP, 28 days for NO28 and 90 days for NO90.
• Keep number of reassigned NOIs at a maximum of 3 per quarter.
• Quarterly NOI analysis report produced and used to improve the quality of communications.
• Ensures that a copy of the NOI is filed on the SC folder
Review for quality and Encode digital photos using the approved Child Data photo Encoding Tool (CDPET)
• Carry out system data quality validation and update for accuracy & timeliness (SC Bio data, monitoring field, and participation).
• High quality sponsorship items entered in Child Data, with no backlogs
• On monthly basis, analyse sponsorship data, information and produce reports to be shared with relevant stakeholders periodically for learning and to support continuous improvement of sponsorship
• In line with Plan International commitment, ensure that there is no backlog on SCUs submitted by frontline staff

Manage Sponsored Children (SC) Cancellations and Graduations:
• Ensure that the procedure regarding notification of a cancellation and verification are followed:
• Prepare cancellation/graduation memos in free format correctly, accurately and ensure timely reviews and approvals are done and submission in Child Data done
• Upload all Cancellation memos (CMSCs) to Child Data within 4 weeks of cancellation
Ensure that a copy of the G/CMSC is filed on SC folder.
• All SC cancellations resulting from dual sponsorship and non-cooperation reasons are approved by the Country Director before they are processed.
• Ensure secure filing of SC Data – copies of CMSC and cancellation questionnaires in their respective,
• original SCI or SCU questionnaire on SC file (hardcopy and electronic filing)

KRA 2: Relationship Building & Management of Sponsorship Communications
• Support Programme Area (PA) staff, partners, and sponsorship communities to deliver against the 9 commitments of sponsorship, continue to meet KPIs (@ 95% or higher)
• Coordination of Sponsorship operations within PIU business rules
• Support the production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments

Process incoming communications:
• Open all SP parcels to SCs, scan for inappropriate content within 5 days of receipt
• Review all SP/SC letters and highlight all questions in them before sending to community
• Ensure that all SP mails and gifts to different communities are sorted, properly packed, labelled and handed over to Sponsorship Community Engagement officer
• Ensure that SP addresses do not reach the frontline staff and SCs
• Enter all SC gifts in Child Data
• Develop and operate a tracking system to ensure that all correspondence is dealt with in an appropriate and timely manner:
• Monitor track, reconcile and quality execution of the Sponsor communications and provide reconciliations and updates to CO and PAM
• Ensure quality through tracking all SC letters with inappropriate content and dialogue unworthiness and share report with Sponsorship Communications Officer at the end of every month.
• Monitor and Track all letters for timeliness
• Support capacity enhancement of frontline staff and volunteers in child engagement to produce quality communications
• Support quality implementation of age appropriate child participation activities at the Child participation Centers
• Liaise with the Country Office to maintain quality relationships with the International Office, various

National Offices, and PIU; ensure their needs are met promptly and professionally:
• Coordinate Sponsor Visits at PA level
• Ensure sponsor visits are conducted and reports are uploaded
• Document and report Programme key findings from sponsor visits, recommendations and opportunities
• 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 3: Participant Allocation Management
• Ensure PA Staff and volunteers understand and adhere to the Participant Allocation policy standards
• Ensure the PA Sponsorship participant allocation plan is within the agreed targets and limits to minimise overheads and reports variances and issues to Sponsorship coordinator
• Support Phase in and the enrolment of sponsored children across the PA to achieve annual caseload objectives.
• Support Phase out processes and communications including Farewell letter, Project closure comment,
• Community Farewell Video, Community Farewell Photos
• Verify existence of SCs/ SC family members in the system as required by program staff
• Enter into child data SCI information with complete quality photos for new enrolments within five days of enrolment
• Ensure that regular reports are provided to Sponsorship Coordinator concerning the status of enrolment
• in the PA and performance against sponsorship KPIs; highlight any requirement for corrective action and provide implementation support.

KRA 4: Quality Assurance & Risk management
• Ensure quality assurance control mechanisms and risk management procedures of sponsorship program is adhered to.
• Ensure Quality assurance controls are in place for Sponsor communications and adhere to in line with business rules.
• Support capacity enhancement of staff and volunteers in quality production of communications including child engagement Skills
• Participate in working with children and community members to produce quality and timely Sponsorship/Program Area Reports (SPAR)
• Review all sponsor communications and media (photos and videos) in line with business rules.
• Coordinate Sponsored children (SC) annual validation exercise
• Visits to the respective Communities to verify whether the SC gifts have been received and responded to by the respective SCs within a period of one month
• Ensure all SCs have a signed consent form on file.
• Ensure capacity of staff and Volunteers on Quality assurance in sponsor communications is built
• Periodically Review and Support PAs to take appropriate actions to mitigate sponsorship risks and audit findings
• Provide support in Community engagement and sensitizations on Sponsorship model and approaches

KRA 5: Sponsored Children ( SC) Monitoring & Participation
• Support Programme Area (PA) staff, partners, and sponsorship communities to effectively monitor
• sponsored children’s wellbeing and activities implemented in Child participation Centers in line with the business rules.
• Effectively track SC monitoring and share SC monitoring updates on monthly basis
• Guide staff and volunteers in effective monitoring of SCs and child participation
• Effectively track Child &family Participation & benefit in line with the sponsorship business rules and share monthly reports with all stakeholders
• Proactively provide necessary SC data to PA staff for effective planning and implementation of sponsorship integrated activities.
• Generate, Analyse and share monitoring and participation data with project managers and CO for management action.

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
• University Degree in Information Technology, Computer Science, Information Systems and Statistics,
• Social Sciences, Development studies, Business Administration or any other related field.
• 2 years of experience and knowledge in data entries, analysis, data base management and reporting.
• Experience in media capture and quality assurance is an added advantage
• Must have at least 2 years working experience preferably with an NGO.