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.
HOW TO APPLY:
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 touganda.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.