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Sponsorship System Operator

11420-14N26092
Akkar
24-Sep-18

PURPOSE OF POSITION

The purpose of the position is to manage Sponsorship processing of Single STEP in order to successfully support World Vision Lebanon’s Sponsorship Operations in Area Development Program. To coordinate all administrative tasks related to the Sponsorship program at the area level so as to ensure meeting the Sponsorship requirements.

Contribute to the wellbeing of children in target communities through tracking the progress in lives of registered children via regular monitoring, checking their presence and participation in the ADP activities.

MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

20 %

Manage the Sponsorship System

System is updated in accurate and timely manner

Manage successfully sponsorship business processes and standards in the area and achieve or surpasses Sponsorship operations.

Work on the Single STEP user interface sponsorship System program elements including children data, correspondence, photos, videos, monitoring and participation.

Ensure all data from the National Office are received and disseminated to all staff and follow up with them in a timely manner. Ensure that RC management is maintained at not less or more than 2% of the maximum budgeted RC.

Work on SOs queries and resolve discrepancy messages.

20 %

Ensure Quality, timeliness of Sponsorship business process

Children’s data are maintained in high quality

  • Timely processing and screening of all types of correspondences i.e. sponsor letters, sponsor queries, APR, Christmas Cards, Holds, farewell letters, Introductory letters among others.

  • Timely generation sponsor queries, closes queries, and prints labels.

  • Dispatch and distribute the incoming and outgoing correspondence in a timely manner.

  • Ensure Quality and accuracy of any RC data collected and provided by related staff or community members and highlight potential quality issues.

  • Ensure timely production of sponsorship monthly KPI report for management consumption.

  • Ensure all staff engaged in Single STEP data collection meets or surpasses the minimum standards of integrity.

15 %

Ensure monitoring and active participation of registered children

Monitoring and participations is well tracked on the system

  • Ensure daily follow up on the system to do tasks and highlight issues raised.

  • Ensure all monitoring forms are keyed into Single step and reports generated to inform area sponsorship staff of those that haven’t been visited as per the standard and necessarily forms are documented as per the standards.

  • Ensure proper documentation and production of Monthly reports.

  • Collaborate with IT in ensuring adequate operating system as necessary and appropriate.

  • Respond effectively to all types of communication related to children.

  • Track outgoing mail via courier services and prepare necessary related sponsorship administrative papers.

  • Remove temporarily /permanently away children from program within the sponsorship standard.

  • Track presence and participation on the system and highlight those to the sponsorship officer.

10 %

Ensure security of child information

Child data are locked and secure

  • Ensure data files are recorded and logged in a secure place and are accessible only by related staff.

  • Follow up and highlight case management related to Child information issues to Sponsorship officer.

  • Ensure the quality and timeliness of the data gathered by the community members and volunteers.

  • Ensure the sponsorship quality standards are met with respect – child data, child greeting video, photos, activities and child protection.

Ensure implementation of the Programme requirements.

Sponsorship 2.0 requirements are implemented efficiently

  • Upload the sponsorship 2.0 requirements such as child video greeting, community photo album and annual child video.

  • Coordinate the process of purchasing the Sponsorship materials.

  • Attend National office meetings trainings once needed.

  • Produce necessary reports as requested by the Sponsorship programme officer.

  • Coordinate with Sponsorship officer and Development Facilitators to provide children participation to sponsorship system operator.

  • Assist in GIK process and distribution and other related benefits if available.

10%

Perform other duties as required

  • Attend and participate in capacity building trainings locally and internationally.

  • Attend and participate in WVL’s spiritual nurture and other organizational events.

  • Responsible of own security and actively contribute to a positive security culture.

  • Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager.

  • Perform other duties as assigned by the Line Manager

100%

KNOWLEDGE, SKILLS AND ABILITIES

  • Technical diploma or university degree preferably in business administration fields

  • One year exposure to secretarial work and child protection issues

  • Good command of Arabic, English and French if needed

  • Computer literate mainly with MSOffice software package

  • Good communication skills and ability to build collaborative relationships

  • Ability to deal with people from different cultures and backgrounds

  • Ability to foster a good team spirit

  • Ability to transmit information correctly with accountability and maintain confidentiality

  • Time management in efficient manner

  • Ability to carry out secretarial duties as required

  • Work under pressure

  • One year exposure to secretarial work and child protection issues

  • 20% field work, 80% office based