Job Summary: The Sponsorship Officer is responsible for supporting the Sponsorship Coordinator and the Programme and Sponsorship Team Lead in providing efficient and adequate support to field operations. The job holder contributes towards achievement of PIU’s Sponsorship programme Key Performance Indicators (KPIs) and contributes to ensuring effective linkages 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 job provides valued administrative support to Field teams so that they are able to deliver against PIU’s sponsorship commitments, policies, and procedures.

The role has a significant quality assurance component, ensuring that communications between sponsored children and their sponsors are appropriate, timely, and in line with quality standards. In addition, the Sponsorship Officer ensures that the sponsorship data entered into the child data system is complete, accurate, and timely. The position is not responsible for managing a budget.

While this position is mostly office based, the holder requires very good communication and team work abilities to be able to effectively deliver on the job. The post holder must demonstrate ability to solve problems in a very prompt and professional manner. The post holder also ensures adherence to business rules of sponsorship as well as policies and procedures in the execution of their role while promoting a culture of delivering results, both short and long term.

Level of contact with children

The role requires occasional physical interaction with children

Key Duties and Responsibilities:

• KRA 1: Sponsorship Commitments and Caseload Management
• Input required data into Sponsorship Corporate Systems ensuring that it effectively supports attainment of sponsorship communications KPIs
• Ensure enrolment of new SCs is completed in child data with quality photos within five days of enrolment
• Open and properly label files for new SC enrolment immediately
• Process Welcome and Greetings Communications (WGCs) by proof reading a sample of 20% for quality checks, scanning, encoding, uploading and emailing all WGCs to NOs
• Enter accurate and correct SCUs/SCIs data in the system and perform quality checks on a sample of 40 percent of SCUs/SCIs submitted
• Process all duly approved SC cancellations and ensure cancellation questionnaires are filed appropriately and timely
• In line with Plan International commitment, ensure timely processing of data in sponsorship systems with zero backlog of all types of sponsorship communications submitted by frontline Staff
• File all SC Data – copies of CMSC and cancellation questionnaires, original SCIs/SCUs both in hardcopy and electronic form
• KRA 2: Sponsorship Communications
• Support the production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments:
• Process incoming communications:
• Ensure that all acknowledged sponsor mails and gifts are timely handed over to Programme Officers for distribution to SCs
• 2.2 Ensure that sponsor addresses and any inappropriate content do not reach frontline staff, volunteers, and/or SCs for safeguarding purposes
• 2.3 Work with the sponsorship coordinator and sponsorship communication officer in acknowledging receipt and dispatch of gifts
• Process SC communications in accordance with established business rules and procedures;
• 2.4 Proof read (not less than 20%) scan, encode, and email all SC/sponsor digital communications to NOs on a weekly basis so as to meet the requirements of commitment #6 and #7
• 2.5 File all copies of SP/SC letters and correspondences in their respective SC files
• 2.6 Develop and implement a tracking system to ensure that all correspondence is dealt with in an appropriate and timely manner
• 2.7 Ensure timely processing of National Office Inquiries (NOIs), SCCDRs and cancellations as assigned by the supervisor.
• KRA 3: Community Engagement
• Support implementation and monitoring of Child participation in sponsorship activities in line with the business rules (5% LOE)
• 3.1 Support capacity enhancement of frontline staff and volunteers in child engagement to produce quality communications
• 3.2 Support implementation of quality & age appropriate SC activities e.g letter writing at the child participation centres
• 3.3 Provide support in Community engagement and sensitizations on Sponsorship model and approaches
• 3.4 Verify existence of SCs/ SC family members in child data as required by program staff
• 3.5 Participate in engaging children and community members to produce quality and timely Sponsorship Program Area Reports (SPAR)
• 3.6 Support tracking and monitoring of SC (home visits) and SC participation and summarize key findings/recommendations to inform programming
• 3.7 Support coordination of individual sponsor and group visits to SC families or communities
• 3.8 Support case management of SCs at any of the stages of identification, reporting, case verification, response, and follow up
• 3.9 Proactively provide necessary SC data to PA staff for effective planning, implementation, and reporting of sponsorship and programme activities.
• KRA 4: Quality Assurance & Risk management
• Ensure quality assurance, control mechanisms, and risk management procedures of sponsorship
• communications are adhered to;
• 4.1 Adhere to quality assurance controls in sponsorship communications in line with business rules
• 4.2 Support capacity enhancement of staff and volunteers in quality production of communications including SC participation initiatives
• 4.3 Review all sponsor/SC communications and media products (photos and videos) and discard inappropriate content or correspondences in line with business rules
• 4.4 Ensure all SC files contain signed parental consent to participate in Plan’s the sponsorship programme
• KRA 5: Safeguarding, Gender Equality & Inclusion
• Ensure that Plan International’s global policies for Safeguarding Children and Programme Participants, 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 established procedures.

Qualifications, Skills and Experience:

• University Degree in Information Technology, Computer Science, Information Systems and Statistics, Social Sciences, Development studies, Business Administration or any other related field.
• years of experience and knowledge in data entries, analysis, data base management and reporting.
• Experience in usage of multi- media tools e.g. photo capturing, editing, photo encoding and quality assurance is an added advantage

• Input required data into Sponsorship Corporate Systems ensuring that it effectively supports attainment of sponsorship communications KPIs
• Ensure enrolment of new SCs is completed in child data with quality photos within five days of enrolment
• Open and properly label files for new SC enrolment immediately
• Process Welcome and Greetings Communications (WGCs) by proof reading a sample of 20% for quality checks, scanning, encoding, uploading and emailing all WGCs to NOs
• Enter accurate and correct SCUs/SCIs data in the system and perform quality checks on a sample of 40 percent of SCUs/SCIs submitted
• Process all duly approved SC cancellations and ensure cancellation questionnaires are filed appropriately and timely
• In line with Plan International commitment, ensure timely processing of data in sponsorship systems with zero backlog of all types of sponsorship communications submitted by frontline Staff
• File all SC Data – copies of CMSC and cancellation questionnaires, original SCIs/SCUs both in hardcopy and electronic form
• Support the production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments:
• Process incoming communications:
• Ensure that all acknowledged sponsor mails and gifts are timely handed over to Programme Officers for distribution to SCs
• Ensure that sponsor addresses and any inappropriate content do not reach frontline staff, volunteers, and/or SCs for safeguarding purposes
• Work with the sponsorship coordinator and sponsorship communication officer in acknowledging receipt and dispatch of gifts
• Process SC communications in accordance with established business rules and procedures;
• Proof read (not less than 20%) scan, encode, and email all SC/sponsor digital communications to NOs on a weekly basis so as to meet the requirements of commitment #6 and #7
• File all copies of SP/SC letters and correspondences in their respective SC files
• Develop and implement a tracking system to ensure that all correspondence is dealt with in an appropriate and timely manner
• Ensure timely processing of National Office Inquiries (NOIs), SCCDRs and cancellations as assigned by the supervisor.
• Support implementation and monitoring of Child participation in sponsorship activities in line with the business rules (5% LOE)
• Support capacity enhancement of frontline staff and volunteers in child engagement to produce quality communications
• Support implementation of quality & age appropriate SC activities e.g letter writing at the child participation centres
• Provide support in Community engagement and sensitizations on Sponsorship model and approaches
• Verify existence of SCs/ SC family members in child data as required by program staff
• Participate in engaging children and community members to produce quality and timely Sponsorship Program Area Reports (SPAR)
• Support tracking and monitoring of SC (home visits) and SC participation and summarize key findings/recommendations to inform programming
• Support coordination of individual sponsor and group visits to SC families or communities
• Support case management of SCs at any of the stages of identification, reporting, case verification, response, and follow up
• Proactively provide necessary SC data to PA staff for effective planning, implementation, and reporting of sponsorship and programme activities.
• Ensure quality assurance, control mechanisms, and risk management procedures of sponsorship communications are adhered to;
• Adhere to quality assurance controls in sponsorship communications in line with business rules
• Support capacity enhancement of staff and volunteers in quality production of communications including SC participation initiatives
• Review all sponsor/SC communications and media products (photos and videos) and discard inappropriate content or correspondences in line with business rules
• Ensure all SC files contain signed parental consent to participate in Plan’s the sponsorship programme
• Ensure that Plan International’s global policies for Safeguarding Children and Programme Participants, 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 established procedures.

• Data entry
• Data analysis
• Database management
• Reporting
• Communication
• Teamwork
• Problem-solving
• Quality assurance
• Adherence to policies and procedures
• Multi-media tools usage (photo capturing, editing, encoding) - advantageous

• University Degree in Information Technology, Computer Science, Information Systems and Statistics, Social Sciences, Development studies, Business Administration or any other related field.
• Experience and knowledge in data entries, analysis, data base management and reporting.
• Experience in usage of multi- media tools e.g. photo capturing, editing, photo encoding and quality assurance is an added advantage