1.SPONSORSHIP COORDINATOR
Career Opportunities: Sponsorship Coordinator (42593)
Requisition ID 42593 – Posted 27/01/2022 – Country (1) – Programme Quality
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Title
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Sponsorship Coordinator-Nyaruguru Program Unit
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Functional Area (job family/role type)
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Program
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Discipline/field
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Sponsorship
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Specialism
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Reports to
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Program Unit Manager-Nyaruguru Program Unit Manager
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Office location
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Nyaruguru
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Travel required
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Extensive
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The geographical scope of the role
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Country
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Effective Date
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Grade
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C2
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ROLE PURPOSE
Plan International is an independent development and humanitarian not-for-profit organization 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 of the 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 80years, and are now active in more than 70 countries. To implement its change journey, Plan Rwanda has been operating into three Program Units namely Nyaruguru, Bugesera, and Gatsibo hence in need of a Sponsorship Coordinator to coordinate sponsorship work in one of the PU.
The sponsorship Coordinator will be responsible for overseeing and coordinating the PU office in the absence of the Program Unit manager. He/she will provide guidance in managing the programs, project design, implementation, monitoring, and evaluation of the projects within the Program Unit in line with Country Strategy, Plan policies, and guidelines. He (she) has the responsibility of building relationships with the 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 the 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 unit level.management scope, reporting lines, key relationships
Direct reports- The post holder will report to the Program Unit Manager
Key Relationships
Internal:
- Program Unit Manager,
- Sponsorship Manager
- Community Development Facilitators,
- Sponsorship staff,
- CVs
External:
- National Offices,
- Sponsors,
- Sponsored children,
- Community groups.
Level of contact with children
- High-level contact with children
Physical Environment
- The position is mainly field related work with at least 30% office attendance
Accountabilities and MAIN WORK ACTIVITIES
- Support CDFs to train community volunteers, Sponsored Children and Families in Sponsorship
- Participate in program/projects design, implementation as well as monitoring and evaluation
- Participate in the preparation of the annual budget and Annual Plan for the assigned PU
- Ensure that the Safeguarding children and young people Policy is adhered to and properly implemented in the PU
- Ensure each CDF produce at least 50 Home visit reports per month for physical verification of SCs
- Train Program Unit Staff in sponsorship requirement
- Review with CDFs and update the Sponsored Children (SCs) files
- Ensure that NOI queries are responded to and hardcopies are filed.
- Verify that the Program Unit 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
- 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 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 (PAOs, PAUs, SPARs)
- Support the development of PU caseload management strategy in the PULTP 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 the BR section of the CS
- Participate in the development of sponsorship budgets and properly manage them in collaboration with PUM and SM.
- Ensure quality/value for money in the implementation of planned activities
- Establish, monitor, and achieve accountability standards of effectiveness and efficiency in BR.
Management of partnerships, growth/enrolment
Ensure that:
- Target growth level is achieved
- Effectively portray a positive image of Plan International Rwanda
- 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 the house.
- Develop/design training materials and work plans for enrolment and community awareness
- Ensure that staff follow the localized enrolment criteria in the community effectively and efficiently
Production of Quality Sponsorship Communication in line with Program and influence
- 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 PU 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 Plan and Annual Report (SPAR)
- 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
- Actively participate in local RM as a Member of Resource Mobilization Team
Programmatic Responsibilities
- Ensure that all data generated is analysed and used for programmatic planning (BI)
- Monitor equitable distribution of projects in sponsorship communities (villages)
Dealing with Problems:
- Ability to rationalise and make quick decisions
- Able to prioritise work effectively for execution with limited resources
- Dealing with problems related to timely delivery of the sponsorship communications.
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’ behaviour, 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 a 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 develop 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
- Managing information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.
- Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of the Plan’s purpose, values, and global strategy
- Manage 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 activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
- 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
Essential
- University degree in Computer science, Social Science, Project Management, development studies or related fields
- Proven practical experience in a similar position within an NGO environment
- Proven track record of interest in the well-being of disadvantaged communities.
Skills Specific to the Post
- Ability to work in a multidisciplinary and multicultural environment
- Strong team building and motivational skills
- Strong negotiation, facilitating, and influencing skills
- Proficient in computer skills and use of relevant software and other applications
- Excellent planning and organization skills
- Ability to work under pressure
- Ability to be part of and supervise working teams
- Highly effective networking and interpersonal skills,
- Excellent knowledge of donors’ policies and procedures
- Excellent communication and writing skills – fluent in oral and written English
- Committed to the strong team working skills and external relations.
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 a 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.
How to apply
The candidates should send applications by the link not later than 6th February 2022.
2.SPONSORSHIP DATA ENTRY CLERK
Career Opportunities: Sponsorship Data Entry Clerk (42604)
Requisition ID 42604 – Posted 27/01/2022 – Country (1) – Programme Quality
ROLE PROFILE
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Title
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Sponsorship Data entry Clerk
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Functional Area (job family/role type)
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Sponsorship
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Discipline/field
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Specialism
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N/R
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Reports to:
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Sponsorship Coordinator
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Office location:
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Bugesera a
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Travel required:
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Not frequent
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The geographical scope of the role
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Effective Date:
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Grade:
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B
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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 Rwanda, Plan has more than 11 years of experience in implementing its programme. Currently, PIR Currently operates in 3 geographical areas; Bugesera, Gatsibo, and Nyaruguru PUs Administration on different projects funded by different donors including sponsorship.
The position holder support sponsorship activities (filing SCs communications, processing SC communications, and photographs in the ChildData system) in order to keep an accurate and updated view of resources and beneficiaries as well as to properly feed the Plan International central database. Furthermore, s/he will be responsible for organizing for the dispatch of all incoming and outgoing communication items
management scope, reporting lines, key relationships
Reports to: Sponsorship coordinator
Key relationships
Internally
- PUM
- Sponsorship team,
- CDFs
- Child Rights Program Manager.
Externally
- Children,
- Families,
- Community volunteers,
- CBOs
- FBOs.
Level of contact with children
- High level: Frequent interaction with children.
Physical Environment
- This position is mainly field related work with 30% office work
Accountabilities and MAIN WORK ACTIVITIES
- Ensure availability and timely submission of all communications for the assigned monthly caseload (To-do list)
- Ensure that all Sponsored Children files are available
- Ensure that Sponsored Children communications are filed in a timely manner
- Coordinate with all CDFs in opening new files for all Sponsored Children whose files are missing.
- Ensure that each Sponsored Child has a complete file i.e. contains the correct SC questionnaires and other communications
- Ensure that there is no SC questionnaire being misfiled.
- Timely processing of Sponsored Children’s photographs in ChildData
- Keep a good track of cameras and batteries.
- Acknowledge receipt and manage the distribution of gifts and sponsor letters to CDF/Community Volunteers.
- Sponsorship field activities especially in peak days
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
- Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in their day-to-day work.
- Ensure that Plan Rwanda 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 behaviour and speak up when they see wrongdoing, 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 keep their knowledge and skills up to date.
- Honest and efficient in the 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.
Environmental
Technical expertise, skills, and knowledge
QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
Essential Qualifications/ Experience:
- At least A1 education level in Project Management, ICT, Statistics, and Economics.
- Minimum 2 years experience in a similar position/work environment
- Proficient in computer skills – Microsoft Word and Excel required
Skills Specific to the Post
- Excellent knowledge of Plan’s sponsorship systems (CD-pet, ChildData, and CRC)
- Ability to work under pressure and multi-task
- Excellent communication and writing skills
- Excellent filing skills
Languages required:
- Fluency in the local language, English, and French is essential
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 a 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.
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 maximize 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.
How to apply
The candidates should send applications by the link not later than 6th February 2022.
