About US:
Plan International is an international non-profit and the largest child centered development organizations in the world. It was founded over 75 years ago and working in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity. Plan International is independent, with no religious, political or governmental affiliations.
Job Summary: The Sponsorship Assistant will primarily support Plan International in the actual processing of sponsorship communications so as to meet Plan International Uganda¡¦s commitment to children and their sponsors.
Key Duties and Responsibilities:
1. Sponsored Child Introductions (SCIs) and Sponsored Child Updates (SCUs)
Type, proof read and compile all SCIs and SCUs for each month in time (A minimum of 70 SCIs and SCUs typed & processed daily).
File original SCI or SCU questionnaire on Sponsored Child (SC) file.
Use checklist to ensure that information on the SCIs and SCUs is accurate
Download quality photos from the field staff to a designated file for future use
Encode digital photos using the approved Child Data photo Encoding Tool (CDPET)
Upload to child data photos and SCIs of all enrolled children within five days of enrolment
Work closely with sponsorship commitment 9, ensure that there is no backlog on SCUs submitted by frontline staff.
2. Production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments.
Read all Sponsor (SP) / Sponsored Children (SC) letters and highlight all questions in them before sending to Sponsorship Coordinator for tracking.
Refer all controversial statements in Sponsor letters to the Sponsorship Coordinator for review.
Keenly verify National Office Inquiries (NOIs), Sponsored Child Communication Delay Reports (SCCDRs) and cancellations as assigned by the supervisor.
Ensure that SP addresses do not reach the frontline staff and SCs.
Open all SP parcels to SCs, scan for inappropriate content and pass on to the Sponsorship Coordinator within 5 days of receipt.
All SP mail and gifts to different Community Development Facilitators (CDFs) must be properly packed and labelled and handed over to CDFs after verification.
Dispatch SC communications to National Offices (NOs) on a weekly basis to meet the requirements of sponsorship commitment 6 and 7.
3. Empowerment and Sustainability:
Offer support in community training in Sponsorship communications
Verify existence of SCs/ SC family members in the system as required by program staff
Actively participate in working with children and community members to produce quality and timely Area Overviews, Area Updates and Development Education Communication
4. SC Cancellation and Graduations:
Type cancellation/graduation memos and submit to the Sponsorship Coordinator for final editing and quality control
Upload all Cancellation Memos for Sponsored Children (CMSC) to Child Data within 4 weeks of cancellation
File copies of CMSC and cancellation questionnaires on SC file folders.
5. New Enrolment:
Support enrolment of SCs in new locations.
Enter into child data SCI information with complete quality photos for new enrolments within five days of enrolment
Open and properly label files for new enrolment immediately
6. CPP Responsibilities:
Ability to adhere to the Child Protection Policy, Code of Conduct and reporting any CPP issues;
Responsible for the implementation of the CPP standards as they apply to area of responsibility plus the development of actions to address identified gaps and monitoring their effectiveness.
Ensure that all Plan International Uganda partners, visitors and associates in area of responsibility are provided with and have signed and returned a copy of the Child Protection Policy.
Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.
Qualifications, Skills and Experience:
The ideal candidate for the Sponsorship Assistant vacancy should hold an Advanced Diploma in Secretarial Studies.
A minimum of two years’ experience preferably with an NGO.
Computer literacy skills i.e. proficiency using Windows 2007 and above, outlook express or Outlook 2007, Anti- virus software, Microsoft Word and Excel
Working knowledge and experience in Database management may be an added advantage.
Good typing skills of not less than 50 words per minute
Problem solving skills gained in a busy working environment
Excellent communication skills, flexibility, enthusiasm and pro-activity
Excellent interpersonal skills
The applicant must demonstrate ability to generate and utilize digital images
Highly Result oriented person
Keen interest in addressing children, family and community development issues.
Very good and positive work ethic and team work
Ability to deliver results with minimal supervision
How to Apply:
All suitably qualified and interested candidates should send their electronic copies (of not more than 2MB) of letters of application, together with a CV, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history should be included to: The Country Human Resources Manager, Plan Uganda via Email to: uganda.recruitment@plan-international.org, indicating the job position in the subject line.
Deadline: 26th February, 2016
NB: Qualified female candidates are encouraged to apply. Only Short-listed candidates will be contacted. Please consider your application unsuccessful in case you do not hear from us by
15th April, 2016.