Title
Building Relationship Assistant
Functional Area Reports to Location
Sponsorship Unit Building Relationship Supervisor North Central Travel required Program Unit 30th January 2019 Grade
Effective Date
40% B
ROLE PURPOSE To be responsible to act as communication hub between sponsors and child in accordance with Plan’s principles, values, policies, guidelines, and complying with the Plan’s corporate policies and procedures.
DIMENSIONS OF THE ROLE Under the overall guidance of the Building Relationship Supervisor, the Building Relationship assistant ensures effective delivery of the sponsorship programme by entering, managing data and carrying out sponsorship related activities inconsistent with Plan Sri Lanka’s rules and regulations.
ACCOUNTABILITIES Key Result Area (KRA) 1: Ensure that data are gathered at field level and update the relevant systems. Indicators for Success Ensure the received SCI and SCU’s are effective and qualitative manner and ensure that photographs are taken as per plan standard. Enter the collected communications to the systems (ES4, Child Data, and CD Pet) in efficient and effective manner. Update corporate systems as per the standards of Sponsorship manual. Visit fields in order to collect data/communications in an emergency and for any other sponsorship related activities. Key Result Area (KRA) 2: Ensure Phase-ins and Phase-outs are conducted in an efficient and effective manner. Indicators for Success Phase In Assist to select families based on PPI or Wealth Ranking Method.
Submission of sponsored Children to the system according to the Green sheet and the Sponsorship manual. Phase Out
Working together with the PU staff with regard to phase-out activities (Identifying locations and all documents with regard to the phase-out and organising Family Days). Update system with regard to phase-out cancelations according to the sponsorship manual. Maintaining SC folders and a quick reference book for any future inquiry with regard to Sponsored child/family. Designing and implementing a good bye package to SC and family that would enhance the brand value of Plan.
Key Result Area (KRA) 3: Ensure that the allocated case loads are handled efficiently and effectively. Indicators for Success Submit Submissions and cancellations to the systems according to the Sponsorship Manual. Achieved monthly targets/production of assigned caseload. Key Result Area (KRA) 4: Ensure establishment, maintenance and development of relationship between Sponsors and Sponsored Children. Indicators for Success Keep the communication channels between sponsors and sponsored children as per the manual. Maintain quality sponsorship communication products that are sent on schedule. Facilitate assigned sponsor visits adhering to necessary policies and guidelines. Support and contribute towards the timely and quality production of development education and sponsorship communication materials. Key Result Area (KRA) 5: Ensure scheduled activities are conducted in a timely, efficient and effective manner. Indicators for Success Support CDFs to conduct volunteer training. Conduct photography and translator awareness programmes. Contribute to the organising of family days. Key Result Area (KRA) 6 – Community Managed Sponsorship and Alternative Products Indicators for Success Support the implementation of Community managed Sponsorship.
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Support implementation of Alternative integrating with programme activities.
Sponsorship
products
by
Other Responsibilities: Carries out any other duties that may be assigned by the Supervisor within the competencies required by the job. Provides support and assistance to the PU outside regular hours as and when required. Dealing with Problems: Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them. Working effectively with different types of people. Responding to multiple demands and meeting deadlines. Ensuring strict conformity with the requirements of CP in Sri Lanka. 1.
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 Internal contacts: Position BR Supervisor CDF PU Team External contacts: Position Community Sponsors Children Families
Reasons for contact For guidance and to take approval to carry out day to day activities. To collect information and to provide assistance. To collect information. Reasons for contact For capacity building and related activities. For the coordination of sponsored children and sponsors to communicate. For the coordination of sponsored children and sponsors to communicate. To offer sponsorships.
Level (high, medium, low) High High High Level (high, medium, low) Medium High High High
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Relevant basic level of education and 3+ years of relevant experience or demonstrated equivalent combination; training/experience in working with administrative systems and processes; short period of technical training; limited requirement for creative or analytical thinking; good communication skills; ability to follow instructions accurately and meet deadlines. Ability to read and write local language/s. Tamil language is essential for the candidates who will work in the northern province. Good command of English. IT skills.
Core competencies
Level
Understanding Plan: Understands the role of Plan and context in which Plan works.
Proficient
Positive team style: Adopts a team style which adds value to work and reinforces good working practices. Communicates effectively: Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, Children and communities; exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form. Participatory management: Has faith in one’s own ideas and capability to be successful and a willingness to take an independent position in the face of opposition. Has the ability to keep functioning effectively when under pressure and maintain self-control in the face of hostility or provocation. Demonstrates concern that one be perceived as responsible, reliable, and trustworthy. Is open to different and new ways of doing things; is willing to modify one’s preferred way of doing things. Child Protection Awareness: Demonstrates an understanding about the Child Protection Policy and compliances, applies the possible protection measures within the scope of job, and provides inputs for continuous development of protection measures.
Proficient Knowledgeable
Aware
Proficient
Functional competencies Listens efficiently: Give and accepts criticism in a productive manner. Interpersonal: Willing to aid and lend a hand with others. Respects others, particularly those who are of dissimilar backgrounds, and self. Technical: Uses suitable administrative information systems essential to carry out the job and can locate and/or enter data. Sponsorship programme: Demonstrates a thorough understanding of the Sponsorship programme. Practical knowledge and experience of corporate sponsorship systems.
Level Knowledgeable Proficient Proficient Proficient
PLAN INTERNATIONAL’S VALUES IN PRACTICE We are open and accountable 1. 2. 3. 4. 5.
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 1. 2. 3. 4.
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 1. 2. 3. 4.
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 1. 2. 3.
We empower our staff to give their best and develop their potential We respect all people, appreciate differences and challenge equality in our programs and our workplace We support children, girls and young people to increase their confidence and to change their own lives.
PHYSICAL ENVIRONMENT Based at PU office with at about 40 % travel to programme areas and SC families.
LEVEL OF CONTACT WITH CHILDREN High Contact