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.

Reports to: Sponsorship Communication Coordinator

Direct reports:  None

Key Relationships

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

• Works closely with Sponsorship coordinator, Sponsorship assistance, CDFs and CVs in strategic areas of importance and smooth net working with PA staffs.

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

Level of contact with children : · Mid contact: Occasional interaction with children

Physical Environment: · The position is typical office environment.

Accountabilities and MAIN WORK ACTIVITIES

Key Sponsorship Related Accountabilities

• Identify inappropriate letters and inconsistent data in the incoming and outgoing communications items while data processing in the system
• Prepare nametag and attach with the corresponding item/letter
• Enter outgoing sponsorship communications hard copy and upload scanned digital communications in Child Data; print transmittal list and attach the list with the letters
• Sort out and dispatch/upload outgoing communication items to NOs based on their interest in the form of digital (scanned) or hard copy timely
• Ensure availability and timely submission of all communications for the assigned monthly caseload
• Ensure that all Sponsored Children files are available
• Ensure that each Sponsored Child has a complete file i.e. there is no any questionnaire being misfiled.
• Acknowledge receipt and manage the distribution of gifts and sponsor letters to CDF/Community Volunteers.

Data Entry

• Manage all incoming items on the Child Data system/acknowledge when NO log-in in the system and download digital communications when uploaded by the NOs
• Responsible for photo renaming, encoding, uploading and SCU/SCI/new enrolment/sibling replacement with support of various integrated data collection systems (CD-pet and Child Data),
• Register the status of absent Sponsored Children on Child Data and update as appropriate
• Process G/CMSC and send via Child Data
• Carry out data correction in response to National Office Inquiries in the system
• Ensure to carry out cancellation in system when verified and approved by supervisor and program area manager respectively
• Timely processing of Sponsored Children’s photographs in Child Data
• Meet Plan International quality standards for all files.

Work in the field

• Keep at any time the contact with volunteers in the field in order to update the files, when appropriate, make visits on site.
• Carry Sponsorship Communications Coordinator’s responsibilities in case of his/her absence.
• 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 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

• 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 behavior and speaks up when they see wrong doing, 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 keeps their knowledge and skills up to date.
• Honest and efficient in 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.

BUSINESS MANAGEMENT COMPETENCIES

• Understanding relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Managing 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 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

Job Requirements

Qualifications/ experience essential:

• Education: Diploma in Information/Communication Technology, Information management, Secretary Science, Marketing, Data Management or related fields.
• Experience: Minimum of three years experience in data management.
• Easily understand different software intended for sponsorship business
• Proficient in computer skills
• Excellent knowledge of Plan’s sponsorship systems (CD-pet, Child Data development, and CRC)
• Ability to work under pressure and do multi-tasks

Qualifications/ experience desirable:

• Fluency in the English language is essential
• In addition to Amharic, Knowledge of Local Languages is a desirable