ROLE PROFILE Title
Sponsorship Assistant
Functional Area Reports to Location
Sponsorship Unit Sponsorship Coordinator North Programme Unit (Mullaitivu) May 2019
Effective Date
Travel required
30%
ROLE PURPOSE The sponsorship Assistant is responsible for supporting overall operations of Sri Lanka’s sponsorship activities at the Programme Unit (PU) level. Mainly it requires overseeing the sponsorship communications including translation of letters, greeting note, timely delivery of the communication letters to the sponsored children (SC), collect the response letters and upload them in the system, arrange sponsor visits and other sponsorship related communication activities which promotes relationship, cooperation and coordination in comply with Plan’s principles, values, guidelines, policies and procedures
DIMENSIONS OF THE ROLE Under the overall guidance of Provincial Manager - North and the direct supervision of the Sponsorship Coordinator, the Sponsorship Assistant ensures effective delivery of the sponsorship programme by entering, managing data and carrying out sponsorship related activities in line with Plan Sri Lanka’s rules and regulations ACCOUNTABILITIES Key Responsibilities: Key Results Areas (KRA) of the position 1: Ensure that sponsorship communications and Sponsor (SP) visits are managed effectively and timely manner in order to maintain and develop the relationship between SPs and Sponsored Children (SC): All communication items are handled orderly manner and update in the system on regular basis Indicators for Success: In liaison with Community Development Facilitators (CDFs), make sure that all the communication items received from SPs are delivered to the SC on timely manner and responses from the SC are collected and uploaded in to the system
in order to maintain the required (95%) level of sponsorship communication performances. Dispatch all the communication items to the translators and collect the translated documents within the specified time. Ensure that all the communication letters/greeting notes are translated (English to Sinhala/Tamil and vice versa) worthy and zero inappropriate content. Enter the collected communications to the systems (ES4, Child Data, and CD Pet) in efficient and effective manner. Perform translations of communication items mainly both letters and greeting notes etc. (English to Sinhala/Tamil and vice versa) Organize the sponsor visits as per the standards specified in the sponsorship manual.
2. Ensure the data are gathered from the field and uploaded into child data systems: Collect Sponsored Child Information (SCI) and Sponsored Child Updates (SCU) and update the child data system on regular basis Indicators for Success Ensure and validate the received SCI and SCU’s and update them into the system on timely manner. Ensure that photographs are taken as per plan standard and uploaded into the system Update child date as per the standards of Sponsorship manual. Visit fields in order to collect data/communications and any other sponsorship related information. 3: Ensure that the allocated caseloads are handled efficiently and effectively: The allocated caseloads at the PU level to be properly managed and maintained Indicators for Success Submit submissions and cancellations to the systems according to the Sponsorship Manual. Make sure that allocated caseloads are maintain at the required level in the PU Share the details of overage/phase-out cancellations caseloads to the phase-in PU on timely manner Maintain the records of Divisional/Grama Niladhari level caseloads and share them to the relevant CDFs o regular basis Prepare cancellation report and uploaded into the system Achieved monthly targets/production of assigned caseload Ensure all the SC folders (hardcopies) are maintained in orderly manner and updated with relevant information. Keep the registry for SC folders with the coding system
4. Ensure that Phase-in process is conducted in an efficient and effective manner. Indicators for Success Conduct sponsorship introduction sessions to the government officials and communities Conduct child protection awareness to the parents Facilitate to conduct wealth ranking assessment in order to select the most vulnerable community for sponsorship programme Assist to select families for sponsorship programme based on wealth ranking assessment. Enrol children for sponsorship in the selected phase in areas and complete all formalities in the system Entering details of SC to the system according to the Green sheet and the Sponsorship manual 5: Ensure scheduled community level 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, awareness sessions etc. Support the implementation of Community managed Sponsorship activities such as delivery of tokens, vouchers and other programme related activities 6. Other Responsibilities: Carries out any other duties that may be assigned by the supervisor within the scope of 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 County Protection 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 Sponsorship Coordinator 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 Education: Bachelor degree, preferably in the Social sciences or Communications. Language Skills: Excellent English and Tamil language skills. Strong language skills in Sinhala also
required Training/Skills: Communication and analytical skills; detailed knowledge of the processes/systems
relevant to the role. MS Office IT Skills (Word, Excel, email, & Plan specific packages) Experience: At least 3-5 years’ work experience with international and national organizations
CORE COMPETENCIES Understanding Plan (Proficient): Understands the role of Plan and context in which Plan works. Positive team style (Proficient): Adopts a team style which adds value to work and reinforces good working practices.
Communicates effectively (Knowledgeable): 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 (Aware): 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 (Proficient): 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.
FUNCTONAL COMPETENCIES Listens efficiently (Knowledgeable): Give and accepts criticism in a productive manner Interpersonal (Proficient): Willing to aid and lend a hand with others. Respects others, particularly those who are of dissimilar backgrounds, and self. Technical (Proficient): Uses suitable administrative information systems essential to carry out the job and can locate and/or enter data. Sponsorship programme (Proficient) :Demonstrates a thorough understanding of the Sponsorship programme. Practical knowledge and experience of corporate sponsorship systems.
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.
Articulates a clear purpose for staff and sets high expectations.
2. 3. 4.
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 in PU office in Mullaitivu with 30 % travel to programme areas and SC families.
LEVEL OF CONTACT WITH CHILDREN High Contact