Job Description
Location: Nkasi Rukwa, Tanzania
Company: Plan International
BACKGROUND
Plan International is an
independent development and humanitarian organisation that advances children’s
rights and equality for girls. Plan has over 80 years’
experience and works in more than 75 countries across the world. We strive for
a just world, working together with children, young people, our supporters and
partners.
Plan International has been
working in Tanzania since 1991. Our work supports marginalised children
and youth, especially adolescent girls, to grow up physically
and mentally healthy and ready to shape their future. We create an enabling
environment and empower girls to be active drivers of change in
realising their rights. We prioritise working with partners,
and ensuring all of our work is evidence based.
Nkasi PU has started its operation
in March 2016 as result of the process of Plan Tanzania overarching aim is to
reach the marginalized and excluded in line with Plan’s global strategy. The
region, Rukwa as a whole is performing poorly in almost all social – economic
indicators, and sponsorship feasibility was observed to be favourable for Plan
International to work in the area. We are currently identified 5 wards where
sponsorship communication project is focused.
role PURPOSE
This role will aim to ensure the
efficient and effective operation of Child Data Sponsorship corporate software
and system. Timely and quality production and processing of sponsorship
communication items in the PU.
Dimensions of the Role
The position holder will directly
report to Program Unit Manager. Has secondary / dotted reporting relationship
to the Sponsorship Manager. This role is required to streamline and improve
Sponsorship and Communication activities in the PU thus increasing efficiency
and effectiveness of Plan sponsorship operations and coordinate Data Entry
Clerks in the PU for quality processing and production of sponsorship
communication items.
Accountabilities
- Coordinate
sponsorship communication activities in the PU
- Documentation
and records of all income and outgoing items by ensuring quality and
timeliness
- Support
Data entry clerks and ensure all activities are performed timely and
accurately
- Ensure
NOIs received are timely recorded and responded on time and reported in
monthly/quarterly sponsorship reports
- Coordinate
and facilitate the exchange of letters and gifts between Sponsors and
Sponsored children
- Control
the receipt and dispatch of communication from CO to field and vice versa
- Prepare
PU sponsorship communication project budget and PO and management of
the PO
- Coordinate
all ChildData and ES4 entry for SP and SC communications
- All
items are considered and entered into the system in accordance to the
required standard.
- SC
communication field work supporting documents (TO DO LIST) are prepared
and distributed timely.
- Receive
and check communication items produced by CDFs each month
- New
quota, cancelation and replacement are timely organized and processed
- Manage
the enrolment of girls to meet global target of 64%
- All
items are organized and processed into the ES4 and ChildData
- All
items are reviewed for quality check.
- Ensure
sponsorship corporate software and system are efficiently and effectively
operating
- Data
Entry Clerks access Child Data and ES4 system to do their work timely and
accurately
- Virus
scanning for the server and client is up to date
- Ensure
weekly batches, weekly backups and admin utility is done on time
- Security
and child protection policies are adhered to
- Technical
support to the sponsorship communication team.
- Ensure
regular checks on files in the ES4 directory in consultation with the ICT
coordinator
- Entry
of NOI into Child Data (ES4) and fillings
- Set
up user accounts and access rights for Child Data to Data Entry Clerks
- Follow
up on all the translation process that need to be entered into the Child
Data /ES4
- Arrange
sponsor visits and produce a report on the visit and the entry into Child
Data /ES4
- Capacity
building
- Orientation
about sponsorship to new Plan staff at the PU
- Collaborate
with CDFs to carry out awareness meetings about Plan and training to
Community volunteers
- Ensure
that child sponsorship information and photos are accessed only to
authorized personnel and that child protection policy is adhered to
- Ensure
that Sponsors understand and signs the Child protection policy in
advance before they visit the Sponsored children
- Report
all unannounced Sponsor visits though required channels of reporting
- Ensure
that all involved in sponsorship work are aware of child protection and
sign child protection policy
- Ensure
that communications items are 100% screened to protect SP and SC
Indicators for success
·
Weekly and monthly submission of information and
data entered on status of Sponsorship activities
·
Quality of data received on sponsorship
activities
·
Quality of type of communication provided by the
PU
·
Few or no NOIs received
- Ensures
that Plan International’s global policies for Child Protection (CPP) and
Gender Equality and Inclusion (GEI) are fully embedded in accordance with
the principles and requirements of the policy including relevant
Implementation Standards and Guidelines as applicable to their area of
responsibility. This includes, but is not limited to, ensuring staff and
associates are aware of and understand their responsibilities under these
policies and Plan International’s Code of Conduct (CoC), their relevance
to their area of work, and that concerns are reported and managed in
accordance with the appropriate procedures.
Key relationships
[This section refers to people
inside and/or outside of the organisation that the post-holder needs to have
contact with, and why. This should include virtual presence.]
The SCA is a head of sponsorship
communication department in the PU. Contacts will be with the following people:
- Heads
of Departments and CMT members
- SP
during SC visits
- Peer
in other PUs
- IT
manager
- Nos
(responding to NOIs and SPV requests)
- SC
& families
- Community
Development Facilitators (CDFs)
- Community
volunteers
- Translators
Technical expertise, skills and
knowledge
Knowledge
- Degree
in the areas of Public or Business Administration, Management, Marketing,
Public Relations, Sociology, or related field
- An
additional qualification in Public relations will be an added advantage
- 3-5
years’ experience in the related field at a similar level.
- Experience
in community capacity building and child rights programming
Skills
- Ability
to organize own work and work independently
- Ability
to motivate staff and Team building skills
- Innovativeness
- Ability
to communicate clearly and effectively
- Excellent
report writing, analytical, problem solving, facilitation and
interpersonal skills
- Communication
skills, appropriate to the audience
- Ability
to work in a multidisciplinary and multicultural environment
- Proficient
in computer skills
Skills
- Good
analytical and logical ability
- Good
communication skills
- Good
coaching skills
- Problem
and conflict solving skills
- Strong
interpersonal skills
Behaviours
- Honest
- Respect
others
- Respect
and protect children
- Gender
sensitive
- Motivate
and encourage others to work
- Result
oriented
- Transparent
- A
team player
Plan International’s Values in
Practice
We are open and accountable
- Promotes
a culture of openness and transparency, including with sponsors and
donors.
- Holds
self and others accountable to achieve the highest standards of integrity.
- Consistent
and fair in the treatment of people.
- Open
about mistakes and keen to learn from them.
- Accountable
for ensuring we are a safe organisation for all children, girls &
young people
We strive for lasting impact
- Articulates
a clear purpose for staff and sets high expectations.
- Creates
a climate of continuous improvement, open to challenge and new ideas.
- Focuses
resources to drive change and maximise long-term impact, responsive to
changed priorities or crises.
- Evidence-based
and evaluates effectiveness.
We work well together
- Seeks
constructive outcomes, listens to others, willing to compromise when
appropriate.
- Builds
constructive relationships across Plan International to support our shared
goals.
- Develops
trusting and ‘win-win’ relationships with funders, partners and
communities.
- Engages
and works well with others outside the organization to build a better
world for girls and all children.
We are inclusive and empowering
- Seeks
constructive outcomes, listens to others, willing to compromise when
appropriate.
- Builds
constructive relationships across Plan International to support our shared
goals.
- Develops
trusting and ‘win-win’ relationships with funders, partners and
communities.
- Engages
and works well with others outside the organization to build a better
world for girls and all children.
Physical Environment
[In this section, state
“typical office environment”, or conditions such as “must work outside in an
extremely hot and humid climate”. Also note if any protective equipment is
required.]