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Data Entry Clerk

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Location: Oromia, Chiro, Ethiopia

Company: Plan International

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

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.

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 ChildData; 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 ChildData 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 ChildData),
  • Register the status of absent Sponsored Children on Child Data and update as appropriate
  • Process G/CMSC and send via ChildData
  • 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 ChildData
  • 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.

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 English language is essential
  • In addition to Amharic, Knowledge of Local Languages is a desirable

Location: Oromia, Chiro

Type of Role: Data Entry

Reports to: Sponsorship Officer

Grade: B2

Closing Date: August 16, 2022

 

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. 

 

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