World Vision International

Area Sponsorship Analyst

Job Description

Purpose of the position:

To maintain an updated AP Sponsorship System and related applications by timely and appropriately capturing data into SINGLESTEP and effectively manage the to-do list in order to effectively support sponsorship operations and contribute to the Child Well-being outcomes. This also emphasizes the responsibility of the Job holder to track the impact and contribution of all project interventions towards the attainment of the CWBOs.

Major Responsibilities: (please define in output format things of what you expect to see as a result of this position)

Key Roles

Expected outcome/result

1

SUPPORTER ENGAGEMENT

  • Support sponsorship DF in community awareness and education on child sponsorship as an asset for development

  • Facilitate registration of children into the sponsorship program.

  • Facilitate training/capacity building of child monitors or community groups on sponsorship business processes mainly quality of data capturing.

  • Process and forward child information to Support Office and sponsors,

  • Process and forward requests to field for action

  • Initial feedback is given to SO on queries within 48 hours

  • Complete, timely and accurate responses are sent to SOs within 14 days.

  • All community change Agents, volunteers and DFS are using right codes in sponsorship forms

  • Requests are sent to field within 48 hours

  • All sponsorship correspondences are sent within standards

20

2

SYSTEM EFFICIENCY

  • Lead in updating the programme in new sponsorship system efficient initiatives.

  • Utilise QuicksSTEP for entry of CH and CMS forms.

  • Utilise ID scanner initiative for entry of presence and participation information

  • 100% of CHs and CMS forms are entered using QuickSTEP

  • 100% of presence and participation information are entered using ID scanner

  • 100% of RC have scanable identity cards

10

3

MANAGEMENT OF SINGLESTEP

  • Inputting, updating and processing of child data in SingleSTEP,

  • Generation, quality check, distribution and interpretation of systems reports to end-users.

  • Create and maintain records for systems processes and reports

  • Enter into singleSTEP sponsor mails, GNs, queries and other data relating to CWBOs (Monitoring forms, Participation & support) within 48 hours of receipt.

  • Review and enter images and videos to standards before sending to SO.

  • Effectively manage the “To Do List”

  • All CHs, CMS forms, CGVs, collected from field are entered in system within 72 hours of receipt

  • Sponsors mails, GNs, Queries, RC monitoring forms are entered into singleSTEP within 72 hours of receipt

  • Ensure “to do” list has no outstanding issues.

  • Records of RC who has died is removed from SingleSTEP with appropriate within 7 days

20

4

CHILD WELBEING MONITORING

  • Ensure community are using appropriate monitoring forms

  • Review children that have not been sighted and share with the Manager and DFs on weekly basis

  • Generate authentic information on the well-being of children to inform community action, programming, budgeting and management decision making on weekly basis

  • Facilitate appropriate action that ensures the well-being of children as enunciated by the partnership Child Well Being Aspirations & Outcomes framework,

  • Ensure that DFs are using appropriate CMS forms

  • Produce RC monitoring reports and share with DF and programme manager every 30 days

  • Produce “Presence and Participation” reports and share with DF and Manager every 30 days

  • Produce ‘RCs with exception” reports and share with DFs and Manager every 30 days

20

5

SECURITY OF CHILD RECORDS

  • Make periodic review of child records and compare electronic records and physical records to ensure data integrity

  • Review child physical records and ensure they are kept safely

  • Lead in ensuring that all sponsorship records are timely and appropriately filed

  • Visit RC homes to verify child records once every 30 days

  • Visit the field office and verify data in child files once every 30 days

  • RC forms are sent field and filed in child files once every month

  • Ensure Records of

10

6

SYSTEM MAINTENANCE/UPKEEP

  • Work with Programme Manager to securely maintain all sponsorship databases and sponsorship equipment.

  • Perform a daily back up of all data in line with World Vision IT policies

  • Ensure that singleSTEP databases is constantly upgraded as per GCIT requirements

  • Keep register of all sponsorship equipment and ensure they are working

  • AP SingleSTEP databases have less than 2000 pending messages always

  • Ensure that singleSTEP machine has password and is updated every 3 month

10

7

CHILD PROTECTION

  • Provide guidance to AP team on revised child protection standards and reporting protocols.

  • Review child photos and videos so that they reflect child integrity

  • Ensure that Child abuse cases are reported to Sponsorship manager within 24 hours

  • Ensure 100% of videos and PF depict RC integrity

10

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:

  • Communicates with integrity to different stakeholders

  • Pursues thoroughness and appropriate detail

  • Completes tasks in a timely, cost-effective way

  • Responds promptly in a professional manner

Practicing accountability and integrity

3

3

Communicating information effectively

3

1

Thinking Capabilities

Thinking clearly, deeply and broadly

3

3

Example:

  • Review AP performance against organisational standards and benchmarks

  • Ability to reject of incoming information below standard after quality control

  • Ability reject incomplete child details before processing

Understanding the Humanitarian industry

2

2

Understanding WV’s mission & operations

3

3

Practicing innovation & change

2

2

Self-managing Capabilities

Demonstrating Christ-centered life and work

3

3

Example:

  • Stop the use of the systems at program level when systems corruption or fatal errors are detected

  • Use all experiences as learning opportunities

  • Ensure staff balance work, family and community commitments

Learning for growth and development

2

2

Maintaining work/life balance

2

2

Relational Capabilities

Building collaborative relationships

3

3

Example:

  • Inspire open and trusting networks of relationships

  • Model global thinking and local action

  • Seek clarity on other people's points of view

Practicing gender & cultural diversity

2

2

Influencing individuals & groups

2

2

Other Competencies/Attributes:

  • Mature and committed Christian.

  • Good IT and Computer skills up to a Diploma level.

  • Ability to demonstrate community development skills.

  • Able to work with minimum supervision

  • Able to meet strict deadlines.

  • Demonstrate high levels of integrity.

  • Ability to ride a motorbike is an added advantage

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Minimum Diploma in any social studies or business management

  • At least 5 years’ experience in development

  • Those with Degree will have added advantage.

  • Adaptive and willing to work in a rural set up.

  • Must have good interpersonal relations.

  • Must have basic understanding of World Vision mission, vision and core values.