The position
contributes to Plan’s vision and mission by taking responsibility for
coordinating the translation of sponsorship strategies into practical actions;
sharing of good practices and ensuring that the sponsorship unit is efficient
and effective in the designated Program Area through
stability and growth.
The successful candidate
will report to Programme Unit Manager, Kamuli.
Specific Job
Responsibilities
1.Production of Quality
Sponsorship Communications in line with Child Centered Community Development
(CCCD) and sponsorship commitments.
· Ensure
communication production is participatory and reflects the children’s voice.
· Ensure that
sponsorship communication is educative to both the internal (children from
where this information is generated) and external recipients (Sponsors and
other users).
· Ensure that
sponsorship items are of high quality, positive, engaging and real.
· Work with the
Program Unit Manager (PUM) to ensure that there are no backlogs both in the
field and at the office.
· Submit production
reports and a list of pending communications to Program Unit Managers every
Monday.
· Ensure that
sponsored child communication delay reports are verified and tracked in
ChildData.
· Ensure accuracy of
information, timely and proper dispatch of items to National organizations.
· Review the quality
of items each month (sample from each Program Unit and staff).
· Facilitate
Community Development Facilitators (CDFs), and Sponsorship Assistant (SAs)
logistically to ensure that sponsorship items are completed timely and
accurately.
· Prepare and submit
Sponsorship status reports according to the sponsorship manual.
· Actively
participate in the production of program area documents and give them technical
review before submitting to country office.
· Participate in
Internal and external peer reviews.
2.Sponsorship Commitments
Responsibilities
· Ensure that Plan
Uganda teams at Program Area level understand the 10 sponsorship commitments
and work with them in their day to day sponsorship and program work.
· Liaise with PUM
and other program staff to ensure that Sponsored children are targeted with
projects and programs.
· Ensure that
sponsored child benefits are tracked and lists are shared with respective team
members
· Ensure that
Sponsored child home visits are tracked and records are shared with team members.
· Align sponsorship
and programs by sharing programmatic issues arising from sponsorship
communications, reports and home visits with the PUM.
Caseload
Management, growth/****enrollment
· Facilitate
awareness creation and raising in sponsorship in particular and Plan’s work in
general in new areas
· Ensure that only
eligible families are enrolled-house to house
· Ensure
documentation of enrollment processes
· Develop/design
training materials and work plan for enrollment and community awareness
· Ensure that staff
follow the localized enrollment criteria in the community effectively and
efficiently
· Enter new
enrollment into ChildData system.
3. Sponsor visits
· Organize sponsor
visits to effectively portray a positive image of Plan Uganda.
· Confirm Sponsor
visits in ChildData timely.
· Sponsor visit
reports are produced timely and accurately.
· Ensure that
customer satisfaction is consistently high
4.Management of corporate
sponsorship transactions
· Coordinate data
entry in Child Data system.
· Ensure that child
data is properly installed and running well.
· Ensure that only
accurate, true and valid data is entered in child data.
5.Management of Gifts and VIP
Communications
· Ensure that VIP
Sponsorship communications are of good quality and timely.
· Ensure that all SC
gifts and letters are sorted, labelled, tracked in ChildData and distributed to
CDFs within 1 week of receipt.
· Ensure that SP
Letters and gifts are tracked and are accounted for using the log books used by
CDFs/sponsorship committees.
· Ensure that
sensitive gifts are delivered by the CDF’s and photos of SC taken.
· Ensure the
verification of gifts with to-do-lists before distribution to field staff.
6.SC Cancellations: Ensure that
· Procedure
regarding notification of a cancellation and verification are followed.
· Actual sponsored
child cancellations are done as planned.
· Cancellation
questionnaires are verified and signed by the Program Unit Manager; and
cancellations processed immediately.
· Good quality
cancellation and graduation memorandums are produced and sent to Country
Sponsorship Manager for review and a copy filed on SC folder.
· All SC
cancellations resulting from dual sponsorship and non-cooperation reasons are
approved by the CD before they are processed.
7.Managing National
Organisation Inquiries (NOIs)
· Ensure that
Sponsor and National Organisation inquiries are forwarded to Program Unit
Managers and field staff within 24 hours of each receipt.
· Ensure that
responses are accurate, detailed and are sent to NOs, copied to CO within two
weeks, except urgent NOIs which will be responded to within 2 days.
· No second or third
Request from NOs will be tolerated.
· Ensure a reduction
in negative NOI’s.
· Ensure that coordination
with National organisations results in timely quality responses to NOI’s.
8.Empowerment and
sustainability
· Ensure that
Sponsorship committees, children, their families and community members are
properly trained to take care of 100% of sponsorship activities.
· Basing on
Monitoring and evaluation reports on the performance of sponsorship committees,
conduct fresh training in areas identified with gaps.
9.HRD/Supervision/Teamwork
· Submit training
program for staff to the Program Unit Manager, conduct the training, or
outsource trainers and report back after delivery of the training.
· Being a key
Program Area Team member, the Sponsorship Coordinator participates effectively
and efficiently in planning and decision making.
· Supervise &
coach staff reporting to the Sponsorship Coordinator.
· Use performance
management system to evaluate sponsorship assistants
· Instill values
such as teamwork, empowerment and customer care, in staff.
· Promote the image
of Plan and maintain appropriate official relationship with government, NGOs
and other stakeholders.
Skills and
qualifications
· A University
Degree in social sciences, management, education, development studies or any
child-centered related field.
· Post-graduate
training in a related field.
· At least 5 years’
experience in development and management.
· Ability to
understand and articulate program issues.
· Highly result
oriented person.
·Interest in addressing
children, family and community development issues.
· Well-developed
analytical, negotiation and problem solving skills in a busy working
environment.
· Ability to use
MSWord, Excel and PowerPoint and experience in data management systems.
· Excellent
communication skills, flexibility, enthusiasm and pro-activity.
· Excellent
strategic planning and interpersonal skills.
· Strong
facilitation skills.
· Flexible to fit in
and around the competing demands of the job.
· Very good and
positive work ethic and willing to invest extra time to achieve results.
· Very good team
work abilities.
· Able to deliver
results with minimal supervision.
· Ability to mentor
and coach others.
· Good
organisational skills.
Qualified candidates
should submit a letter of application and detailed curriculum vitae, including
their contacts, copies of relevant certificates, names and contact details of 3
references plus salary history to uganda.recruitment@plan-international.org,
not later than 28
August, 2015.
Qualified female
candidates are encouraged to apply. Only shortlisted candidates will be
contacted. Please consider your application unsuccessful in case you do not
hear from us by 28
October, 2015.