World Vision International

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Sponsorship and Systems Officer

Job Description

Job Descriptions

Sponsorship Systems Officer

PURPOSE OF POSITION:

1.To improve the good relationship between the child and family of the child with the sponsor, and to enhance the good performance of the AP in the management of child and project information.

2. To capture all data relating to children from the AP and from Support Offices

Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.

REPORTS TO: Cluster Program Manager

Major Responsibilities:

Key Outputs/Responsibilities

(Accountabilities and results)

Weight (%)

Key Outputs/Responsibilities

(Accountabilities and results)

Weight (%)

Key Outputs/Responsibilities

Weight % (Accountabilities and results)

Weight (%)

1. Correspondence

3

Conducts quality checks on all in and out-going mail as per Sponsorship standards

3

  1. 9

Assists the ADP to send four pieces of mail from the children to the sponsors; these are Christmas cards, community letters, Annual Progress Reports (APR) and spontaneous letter when applicable.

3

  1. 10

Supervise all Child monitors

4

  1. 11

Ensure compliance of all KPI’s

3

  1. 14

Follow up AP queries and their timely response

4

  1. 15

Facilitates the process of Gift Notification and provide report thereof.

4

  1. 16

Assists the AP to respond to requests from sponsors on the children.

3

  1. 17

Processes all mail from sponsor to child and from child to sponsor, which are:

3

  1. 18

Responds and checks all general mail to and from the sponsor within seven days of arrival at project.

3

  1. 19

Captures all four pieces of Mail (Christmas Cards, APRs, Community Letter and Spontaneous Letter before sending to sponsors.

3

  1. 20

Captures all processed GNs and outstanding GNs

3

  1. 21

Captures queries, ILs HOLDS, GNs etc.

2

2. Registered Children (RC)

Monitors the functioning of STEP everyday

2

Validates all data entered into STEP

2

Distributes biweekly reports derived from STEP

2

Perform quality check on all images from the field to the SO.

2

Ensure that RC’s information in the files is updated.

2

Ensure that the 2% reserve of RC is maintained at all times.

2

Provides a follow up plan and report on missing children.

2

Ensures that all children are visited once per quarter and write a report on same.

3

Reports on death and major emergencies of the child within 24 hours to the Supervisor and or Manager.

2

Prepare for and participates in all sponsor visits.

2

3.Sponsorship Education

 

Assists in the training of new project staff and the committee on sponsorship as required.

3

Assists the coalition leaders to familiarize and assist in sponsorship issues.

3

Conducts quarterly meetings and educates the community on sponsorship.

3

Reminds parents on their obligations during each visit.

3

Trains ADP staff on STEP

3

4. Reporting

 

Writes and submit a monthly report to the Supervisor.

3

Submits a monthly plan to the Cluster Program Manager and cc to Sponsorship Manager

3

Attends the monthly staff meetings and report on progress in the area.

2

5. General issues

 

Participates in Operational Audit and Evaluation of the AP activities.

3

Attend to issues in the field to ensure timely submission

2

Advises the ADP Manager on all Sponsorship issues.

3

Assists in the distribution of GIK.

2

Attends and participates in the daily morning devotional and weekly chapel meetings.

2

Total

100

PROFILE: Core Capabilities: (proficiency levels; 1=developing 2 =proficient 3=advanced)

Core Capability

Proficiency level

(1, 2, 3)

Examples of advanced proficiencies

(A full list of indicators available in Core Capabilities into Job Descriptions – A Manager’s Guide)

Indv

Ldr

Achieving Capabilities

Achieving quality results and service

3

3

Example:

Practicing accountability and integrity

3

2

Communicating information effectively

3

3

Thinking Capabilities

Thinking clearly, deeply and broadly

3

3

Example:

Understanding the Humanitarian industry

3

3

Understanding WV’s mission & operations

3

2

Practicing innovation & change

3

2

Self-managing Capabilities

Demonstrating Christ-centered life and work

3

3

Example:

Learning for growth and development

3

2

Maintaining work/life balance

3

2

Relational Capabilities

Building collaborative relationships

3

3

Example:

Practicing gender & cultural diversity

3

2

Influencing individuals & groups

3

2

Other Competencies/Attributes:

  • Must be a committed Christian, able to stand above denominational diversities.

  • Attend in daily devotions and weekly Chapel services.

  • Perform other duties as required.

REMUNERATION

Competitive with market standards.

A Bachelors Degree in Social Science with, or a Diploma in a related field with at least five years experience in community work especially working with children, preferably in World Vision. Good communication and supervisory skills essential in both written and spoken English. Computer literacy is necessary especially in Lotus Notes, Microsoft Word, and Microsoft Excel