Job Summary:
The Child Sponsorship Correspondence Assistant will ensure effective and quality management of World Vision Child Sponsorship Correspondences at the National Office in accordance with established partnership standards and procedures.

Key Duties and Responsibilities:
Processing Sponsor Correspondences
· Process incoming sponsor correspondences to children on a daily basis before dispatch to APs within the approved procedures (Softcopy Batch sheets sent to ADPs in time)
· Sort, record World Vision staff mails enclosed in sponsor mails and submit to Office Assistants for distribution.
· Provide to National Office, and AP/Cluster synthesised and analysed daily and weekly tracking reports on sponsor mails and parcels.
· Compile lists for mails and parcels received in the National office but have no child identities or names
Correspondence Accountability
· Ensure accountability for children’s gift items by recording and submitting Money Orders and cheques enclosed to Child Sponsorship Operations Coordinator.
· Monitor and track reconcile correspondences in compliance with Sponsorship standards periodically
· Keep documentation of damaged sponsor mails/parcels and return to sender mails for reference and trend analysis purposes.
· Document both money order and cheques enclosed in child correspondences and post them back to respective support offices for further action
· Coordinate with CSSA in Cluster to document and share of significant Success Stories on the impact of Correspondence on RC lives and families on Quarterly basis
Data Entry and Analysis
· Enter all correspondences ( E letters, Parcels, Mails and Cards )into Horizon SSUI system in time
· Analyze national office Horizon correspondence reports and share the analysis of their adherence to correspondence standards and business procedures with CSOC
· Compile and analyse all incoming correspondences for national Office on weekly, monthly, quarterly, bi-annually, and yearly to establish the number of parcels, letter, and E-letter received within the quarter and year and the number responded to.
· Compile and analyze return to sender mails per ADP /Support office and establish major reason why they are returned
· Analyze the total amount of money spent on internal /external courier services; and pre-paid postage mails per cluster and support offices on a monthly and yearly basis.
Child Protection
· Carefully remove sponsor addresses during mail processing activities and keep them under safe custody.
· Systematically scan all correspondences to prevent harmful materials and contents from having negative effect on the holistic growth and development of children
· Maintain confidentiality of sponsors addresses by safeguarding sponsors address from unauthorized persons and burning the labels under discrete
· Coordinate all SOI exceptional issues within National Office and work with clusters to ensure they are followed up and closed
· Ensure proper and timely disposal of all removed sponsor addresses and inappropriate materials sent to child.
Courier and Postage Management
· Coordinate with courier service providers like DHL and EMS to ensure all courier bound mails and other mails delivered at national office are taken for postage
· Prepare and attach supporting documents of prepaid postage bills for national office and forward the same to the supervisor for review on weekly /bi-weekly basis.
· Ensure all postage from field offices and clusters are compiled together for preparing prepaid postage on a monthly basis.
· Ensure all Supporting documents for postage done in the field offices are scanned and soft copies submitted to national office within the week of postage.
· Process advance payment & vehicle request; and coordinate with Posta Uganda to ensure that children parcels are picked on a weekly /bi-weekly basis.
· Pack all processed correspondences into M-bags; weigh and prepare courier dispatch documents before contacting EMS courier service contact person to pick-up mails.
· Ensure timely delivery of processed mails by sending alert e-mails and calling respective sponsorship field staff within 24 hours after EMS courier dispatch.
· Receive, truck and acknowledge all delivered correspondences / items (mails, parcels and Cards) from Post Office or World Vision.
· Liaise with courier service providers to ensure timely dispatch of correspondences to the field and support offices
Reporting
· Prepare and submit to Child Sponsorship Operations Coordinator, weekly and monthly analysed correspondences reports
· Prepare and submit quarterly correspondence status analysis report to CSOC (Received, Closed within and beyond standards, challenges and recommendations to change the picture.)
· Maintain ongoing communication with field sponsorship teams and sponsorship coordinators on all issues that are likely to affect correspondence performance /sponsor commitment.
· Document and share good practices in correspondence management

Qualifications, Skills and Experience:
· The applicant for the World Vision Child Sponsorship Correspondence Assistant job placement should preferably hold a Diploma in business/statistics/ social work & Admin or related field from a recognized university. A degree will be an added advantage.
· Must have skills in data entry and analysis
· Critical thinking/questioning, self-drive and innovative.
· Must be a team player and team builder.
· Must be a committed Christian.
· Ability and willingness to work for longer hours, when the situation so demands.
· Excellent interpersonal and communication skills.
· Be able work under minimum supervision

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