Location: Semara, Ethiopia
Company: Plan International
Job Description
The Organisation
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
role PURPOSE
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.
Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.
In Ethiopia, Plan has more than 25 years of experience in implementing its programme. Currently PIE mainly operates in seven geographical areas; Amhara, Oromia, SNNPR, Gambella, Benishangul Gumuz, Afar, and Addis Ababa City Administration on different projects funded by different donors including sponsorship.
Plan International Ethiopia’s main purpose is to seek Gender Justice for Girls, Adolescent Girls, and Young Women. We aim to help create an enabling environment where girls, adolescent girls, and young women are safe, valued, equally cared for, and have equal opportunities. PIE will contribute to the global strategy by aiming to reach directly 2.1 million Girls, Adolescent Girls and Young Women over the period of the strategy 2020-2024 and to reach an additional 6.3 million beneficiaries through its interventions.
The position holder will be responsible to enter correct sponsored children and their families’ data as well as other sponsorship communication items in to ES4/Child Data to update our customers timely. Besides, verifies and corrects entries, maintains records, performs general support duties as assigned. The Data Entry Clerk assumes the responsibilities given under the purpose and undertakes her regular tasks in accordance with a well-defined framework of policies and procedures under immediate supervision. These smooth and real information exchanges between the SC and SP boost Plan’s strategy in fundraising and customer trust.
management scope, reporting lines, key relationships
Reports to: Sponsorship Communication Coordinator
Direct reports:
- None
Key Relationships
Internal: The job holder has a close working relationship internally with the following departments and/or functions:
- Works closely with Sponsorship coordinator, Sponsorship assistance, CDFs and CVs in strategic areas of importance and smooth net working with PA staffs.
External: The job holder has a close working relationship externally with the following departments and/or functions:
- NA
Level of contact with children
- Mid contact: Occasional interaction with children
Physical Environment
- The position is typical office environment.
Accountabilities and MAIN WORK ACTIVITIES
Key Sponsorship Related Accountabilities
- Identify inappropriate letters and inconsistent data in the incoming and outgoing communications items while data processing in the system
- Prepare nametag and attach with the corresponding item/letter
- Enter outgoing sponsorship communications hard copy and upload scanned digital communications in Child Data; print transmittal list and attach the list with the letters
- Sort out and dispatch/upload outgoing communication items to NOs based on their interest in the form of digital (scanned) or hard copy timely
- Ensure availability and timely submission of all communications for the assigned monthly caseload
- Ensure that all Sponsored Children files are available
- Ensure that each Sponsored Child has a complete file i.e. there is no any questionnaire being misfiled.
- Acknowledge receipt and manage the distribution of gifts and sponsor letters to CDF/Community Volunteers.
Data Entry
- Manage all incoming items on the Child Data system/acknowledge when NO log-in in the system and download digital communications when uploaded by the NOs
- Responsible for photo renaming, encoding, uploading and SCU/SCI/new enrolment/sibling replacement with support of various integrated data collection systems (CD-pet and Child Data),
- Register the status of absent Sponsored Children on Child Data and update as appropriate
- Process G/CMSC and send via Child Data
- Carry out data correction in response to National Office Inquiries in the system
- Ensure to carry out cancellation in system when verified and approved by supervisor and program area manager respectively
- Timely processing of Sponsored Children’s photographs in Child Data
- Meet Plan International quality standards for all files.
Work in the field
- Keep at any time the contact with volunteers in the field in order to update the files, when appropriate, make visits on site.
- Carry Sponsorship Communications Coordinator’s responsibilities in case of his/her absence.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
- Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
Leadership and BUSINESS management COMPETENCIES
LEADERSHIP COMPETENCIES
- Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
- Behave in line with our values and safeguarding practices, inside and outside work.
- Challenge own attitudes, unconscious bias and behavior and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
- Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
- Honest and efficient in use of resources, including own time.
- Take responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
- Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyze issues and improve things.
- Good team player, communicating effectively and being open and supportive towards those around them.
BUSINESS MANAGEMENT COMPETENCIES
- Understanding relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
- Managing legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
- Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills
Technical expertise, skills and knowledge
QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
Qualifications/ experience essential:
- Education: Diploma in Information/Communication Technology, Information management, Secretary Science, Marketing, Data Management or related fields.
- Experience: Minimum of three years experience in data management.
- Easily understand different software intended for sponsorship business
- Proficient in computer skills
- Excellent knowledge of Plan’s sponsorship systems (CD-pet, Child Data development, and CRC)
- Ability to work under pressure and do multi-tasks
Qualifications/ experience desirable:
Languages required
- Fluency in the English language is essential
- In addition to Amharic, Knowledge of Local Languages is a desirable
Plan International’s Values in Practice
We are open and accountable
We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.
Location: Semera
Type of Role: Technical
Reports to: Sponsorship Coordinator
Grade: B2
Closing Date: 15-Nov- 22
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Please note that Plan International will never send unsolicited emails requesting payment from candidates.