Sponsorship Coordinator

Sponsorship Communications Coordinator will be responsible for overseeing and coordinating PA office in the absence of the Program Area manager. He/she will provide guidance aligning the programs with sponsorship operation in line with Country Strategy, and commitments. He (she) has the responsibility of building relationship with local government, community, children and other partners.

He/she is also overall responsible for organizing the sponsored children, their families and communities to ensure their effective participation in the planning, management, monitoring and evaluation of the development interventions in consonance with Plan’s Mission, Vision, Domains and Program Principles. Administer the sponsorship corporate systems locally; coordinate production and processing of sponsorship communication items at the program area level.

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS

Reports to: Programme Area Manager

Direct reports:

• Community Development Facilitators

• Data Encoders

Key Relationships

Internal: The job holder has a close working relationship internally with the following departments and/or functions:

• Sponsorship Manager at CO: Alignment of the sponsorship operation of the country.

• Programme Area Managers: sponsorship operation execution.

External: The job holder has a close working relationship externally with the following departments and/or functions:

• Different government offices (Zone Economic Development Office, Woreda job creation Office Zone/Woreda Women, Children and youth Office) for programme smooth & efficient execution.

LEVEL OF CONTACT WITH CHILDREN

• Mid contact: Occasional contact with children

PHYSICAL ENVIRONMENT

• The position is typical office environment with 30% travel in PIE’s programming areas.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Strategic

• Support CDFs to train community volunteers, sponsored children and families in sponsorship communities

• Participate in program/projects design, implementation as well as monitoring and evaluation

• Participate in preparation of annual budget and annual Plan for  PA office

• Ensure that safeguarding children and young people policies are adhered to and properly implemented in all sponsorship communities

• Ensure each CDF produce at least 50 Home visit reports per month for physical verification of SCs

• Train program area staff in sponsorship requirements

• Review with CDFs and update the Sponsored Children (SCs) files

• Ensure that NOI are responded to and hardcopies are filed.

• Verify that program area is sending good quality communications (ensure that SCIs, SCUs, SCCs and SCR are thoroughly checked against their quality before sending them)

• Coordinate with country office all administrative issues related to Sponsorship operation

• Ensure the maintenance and strengthening of linkages, networks and collaboration between Plan and sponsored families and their associations/groups, local government offices and the NGOs within the area of jurisdiction.

• Support sponsorship staff (supervisees) to develop clear individual accountability plans and facilitate interim and annual staff performance Appraisal

• Take the lead in the production of key sponsorship communication deliverables such as area documents SPAR (PAOs, PAUs), and G/CMSC

• Support the development of PA caseload management strategy in line with current CS and coordinate phase in (opening new communities and enrolling new sponsored children) and phase out.

Help design goals for strategy

• Ensure that children are involved and participate in all sponsorship and program activities

• Participate in the development of CS

• Participate in the development of sponsorship budgets and properly manage them in collaboration with PAM and SM.

• Ensure quality/value for money in the implementation of planned activities

• Establish, monitor and achieve Plan Commitments.

Management of partnerships, growth/enrolment

• Ensure target growth level is achieved

• Effectively portray a positive image of Plan International Ethiopia

• Ensure sponsor visits are tracked from Childdata and reports are produced timely and accurately

• Facilitate the awareness creation and raising in sponsorship and Plan’s work in new program areas

• Ensure that only eligible families are enrolled-house to house.

• Develop/design training materials and work plan for enrolment and community awareness

• Ensure that staff follow the localized enrolment criteria in the community effectively and efficiently

Production of Quality Sponsorship Communication

• Ensure communication production is participatory and reflects the children’ voice

• Ensure that sponsorship items (of high quality are positive, engaging and real, with no backlogs,

• Timely provide ChildData Reports and PA Production reports

• Supervise the photographs  exercise for pooled children and ensure they are uploaded into Child Data within 3 working days from the time batch is processed

• Participate in the generation of Annual Report and Annual Plan

• Management of Corporate sponsorship transactions

• Manage the coordination of data entry in child data and other sponsorship systems.

• Ensure that all sponsorship products and services meet quality standards, are accurate, timely and complete as specified in the Sponsorship Manual

Management of Gifts and VIP communications

• Ensure that VIP sponsorship communications are of good quality and timely

• Ensure that sensitive gifts are delivered by the frontline staff and photos of SC taken, and tracked within a week upon receipt.

• Ensure the verification of gifts with to-do-lists before distribution to field staff.

Empowerment and sustainability

• Ensure the Sponsorship Community Volunteers (CVs), children, their families and community members are properly trained to take care of 100% of sponsorship activities

• Monitor and evaluate the performance of  and conduct fresh training in areas identified with gaps

Programmatic Responsibilities

• Ensure that all data generated is analysed and used for programmatic planning (BI)

• Monitor equitable distribution of projects in sponsorship communities (villages)

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 all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;

• 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

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.

• Set high standards for self and others’ behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.

• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.

• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.

• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.

• Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.

• Positive about change and support others in adjusting to it, helping them understand.

BUSINESS MANAGEMENT COMPETENCIES

• Can succinctly articulate the purpose, values, and global strategy to a range of audiences. Can explain how Plan International will deliver on its objectives through the theory of change and communicates the implications for their team.

• Understands the purpose, lines of accountability and decision-making capacity for each structural element of the organization. Helps their team to understand where they sit within the organizational structure.

• Supports their team to understand the local operating environment and to consider the implications for work activities. Adjusts work activities and practices to reflect the political, financial, social and cultural context.

• Contributes to strategic planning activities.

• Understands the procurement cycle and supply chain, including the importance of good procurement planning.

• Schedules and manages resource aligned to donor and organisational requirements and individual capacity.

• Manages internal and external projects in accordance with the project management and MERL principles.

• Manages performance by providing clear objectives, access to developmental tools and opportunities for coaching and mentoring.

• Enforces appropriate use of brand throughout all written and verbal communications

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

·       BA Degree in Social Work, Sociology, Development Studies, Communication, Computer science or equivalent.

·       A minimum of 5 years relevant work experience out of which 1 year at supervisory level.

·       Fluency in English language is essential

 

·       In addition to Amharic, Knowledge of Local Languages is a desirable