MAIL COLLECTION AND DELIVERY
Manage processing and quality/ timely delivery of sponsorship incoming/ outgoing correspondence/ packages/ greeting cards and all sponsorship related communications from Support Office to NO; from NO to APs then from ADP-NO-SO if necessary.
Ensure that mail is collected twice a week from Post Office.
Collaborate with Zonal Sponsorship Coordinators and SingleSTEP Discrepancy Coordinator on relevant issues that arise from Sponsors/ Children’s correspondence.
Mail and parcels are collected from post office twice
100% of mails and parcels are sent to programmes within 3 days after collection from Post Office
Programmes informed of mails sent to their programmes once a week
Design improvement initiatives on sponsorship communications/ correspondence for quality of delivery from the ADPs
Research on the Sponsorship Database all mails with inadequate Sponsor information.
Handle appropriately sponsors’ letters/ gifts with issues in coordination with the couriers, post office and others that might affect the child and sponsor relationship eventually affecting the credibility of World Vision.
Mail processing improvement plan developed once every year
100% of mails are checked for discrepancies and corrected from the system or from SOs
Sponsorship correspondence reconciliations done with SO once every quarter
MANAGEMENT OF E-LETTERS
Provide input to the development and application of guidance for sponsorship communication
Read e-letters from Support Offices on day basis and ensure they are sent to Programmes every day
Conduct a follow up phone call with programmes on e-letters that have been sent to them.
100% Sponsor visit reports filed
100% of Queries are followed timely
Quarterly death reconciliation with GC is done
MANAGEMENT OF QUERIES
Ensure that Queries sent from sponsors directly to RC are processed according to sponsorship policies and standards
Acknowledge receipt Queries from Support offices and forward to Projects for Processing
Make follow-up with the projects on the Queries received and escalates in conjunction with the Sponsorship Support Officer, in order to meet Sponsorship Standards
Support Sponsorship Support Officer to ensure that all Queries are filled up at the NO for future reference
Queries feedback are sent to SO within 2 days of receipt
Queries notification are sent to programmes
100% of Soft copies for Queries are kept for reference
Queries update is produced once very month
Ensure that funds sent from sponsors directly to RC are processed according to sponsorship policies and standards
Acknowledge receipt of GNs from Support offices and forward to Projects for Processing
Make follow-up with the projects on the GN received and escalates in conjunction with the Sponsorship Support Officer, in order to meet Sponsorship Standards
Support Sponsorship Support Officer to ensure that all GAL are filled up at the NO for future reference
GNs notification are sent to SO with 2 days of receipt
GN notification are sent to programmes
100% of Soft copies for GAL are kept for reference
GN update is produced once very month
MAIL TRACKING AND MONITORING
Ensure that there is a sound mail tracking system in place.
Make follow-ups with programmes to ensure mail sent from NO has reached programmes.
Take appropriate action with courier service providers for any mail that has not reached programmes within 3 days
Make follow-ups with ADPs to ensure that no mail is overdue according to Local and Partnership Standards.
100% of mail is recorded in hard copy and soft copy
Programmes are updated on mails every 14 days
Challenges with mail delivery is reported to service provider a day after incident
MAIL STORAGE AND SAFETY
Ensure that mail batch sheet are filled and attached to mail sent to Projects.
Ensures mails are kept securely at NO and only authorised staff access the store room
Ensure mail sent to programmes are sealed and confidentiality on sponsor addresses assured
Minimum Qualifications, experience and Competencies
Minimum of a Diploma in Administration, Business Management studies of relevant equivalent from recognized institution.
At least 1 year experience in mail process administration, specific sponsorship management experience will be an added advantage.
Ability to work independently with discretion, tact, patience and diplomacy.
100% of mails are kept in store room before dispatching
100% of mails are checked for breakages upon receipt from service provider
100% of mails and parcels are sealed for dispatching to Programmes