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Assistant Donor Correspondence Management -Colombo

11583-08N26093
Colombo - 09
12-Oct-18
International Role - No - Only National applicants will be considered.

World Vision is a Christian relief, development and advocacy organisation working with children, families and communities to overcome poverty and injustice. World Vision is dedicated to working with the world’s most vulnerable people regardless of their religion, caste, gender or ethnicity. World Vision has been in Sri Lanka since 1977 working in relief and development projects in 20 districts across the country.

At World Vision we are passionate about children and are committed to bringing fullness of life to the most vulnerable and disadvantaged. Every day for forty years, that is what our team at World Vision has been doing.

We are looking for dynamic individuals to join us on our journey of caring

ASSISTANT- DONOR CORRESPONDENCE MANAGEMENT UNIT

Location – National Office with some travel

Job Profile

The Assistant - Donor Correspondence Management provides support to the overall national sponsorship operation to function smoothly. The position supports the Coordinator - Donor Correspondence Management to ensure vetting, systemizing and dispatching of Sponsors letters & gifts. This position will also provide support to the overall national operation in terms of monitoring, follow ups and field reviews to ensure compliance with Sponsorship Standards.

Major Responsibilities

  • Facilitate the Sponsor-Child Relationship

  • Process sponsor letters/gifts & BB Cards received from National Office (R-NO) within agreed timelines

  • Translate sponsor letters

  • Systemize sponsor letters/gifts & BB Cards in Sponsorship systems for tracking, monitoring and audit purposes

  • Dispatch sponsor letters/gifts & BB Cards to ADPs/APs within agreed timelines

  • Letters/gifts & BB Cards received from Sponsors are processed and dispatched to ADPs/APs on a timely basis for action completion, which will ensure sponsor satisfaction

  • Ensure Service Quality for the Wellbeing of Children, Families and Supporters-

    • Screen all sponsor letters/gifts & BB Cards received to ensure any inappropriate items and messages are removed

    • Ensure no sponsor contact details are shared with the child/family and/or community

    • Conduct quality reviews on Reply Letters sent from ADPs/APs to sponsors

  • Facilitate the Sponsor-Child Relationship

  • Act as the focal point to receive Sponsor Letters, Sponsor E Letters, and Gifts.

  • Attend to all administrative requirements related to releasing sponsor letters and gifts from Sri Lanka Post / Sri Lanka Customs.

  • Systemize sponsor letters, e-letters and gifts in Sponsorship systems for tracking, monitoring and audit purposes.

  • Dispatch sponsor letters and gifts to “Assistants - Donor Correspondence Management” within agreed timelines.

  • Look for “Missing ID’s” of children whose ID is not mentioned in letter/gift packs.

  • Collect all Cash Gifts received through Sponsor Letters and handover to the Department Manager/Finance Department for proper use.

  • Process Birthday Bounce Cards

  • Act as the focal point to receive BB cards.

  • Attend to all administrative requirements related to releasing BB cards from Sri Lanka Post / Sri Lanka Customs.

  • Systemize BB Cards in Sponsorship systems for tracking, monitoring and audit purposes

  • Dispatch BB Cards with letters/gifts to “Assistants”.

  • Donor Correspondence Management” within agreed timelines for further actions.

  • Record Keeping and Reporting

  • Maintain expected reports at National Office.

  • Send system exported reports, tracking sheets to ADPs/APs for monitoring and follow ups.

  • Maintain tracking sheets accordingly.

  • Respond to Sponsor Queries related to Sponsor Letters/Gifts and BB cards.

  • Produce regular management reports as required by Sponsorship Coordinator & AP, Zonal, and National Management.

  • Local and International Courier

  • Plan local and international courier deliveries to ensure timely pickups and delivery from/to NO, ADPs and SOs & maintain required tracking sheets/records

  • Ensure all procurement related requirements are completed on a timely manner

  • Field engagement, progress monitoring ,capacity building & self development

  • Engage with field offices, plan field visits, review compliance with sponsorship standards, track, monitor & follow up to ensure timely dispatch of quality sponsor letters ensuring performance targets are achieved

  • Assist in Sponsorship Risk Assessment Programme & ensure sponsorship reviews are conducted, while giving the fullest support to the field offices in managing the workloads in the event of staff shortage/absences

  • Contribute to ongoing reflections & learnings, engage in personal learning & development and contribute effectively in achieving goals & objectives of Sponsorship Program Operations

Required qualifications, experience & competencies

  • A university degree/College Diploma

  • At least 2 years’ experience in World Vision or similar agencies is an advantage.

  • Strong computer skills including, Word, Excel and PowerPoint

  • Creative and able to apply innovative thinking & problem solving skills

  • Strong facilitation skills, including catalysing, connecting and building the capacity of staff.

  • Good interpersonal skill and cross-cultural sensitivity, abilities to work as a team.

  • Effective written and oral communication skills in English & Sinhala and/or Tamil

  • Committed to World Vision core values & Mission statement.

  • Willingness to be flexible with hours when necessary and able to travel f(10% of the time)

World Vision Lanka offers a competitive remuneration package based on individual competence and skills. If you meet the required criteria and wish to apply for this or any of the available vacancies, select the position you wish to apply for & submit your on-line application with your CV and details of three non-related referees on or before the given closing date.

Closing Date: 12th October 2018

Only short listed candidates will be notified.

World Vision is a Christian relief, development and advocacy organisation working with children, families and communities to overcome poverty and injustice.

This offer of employment is made contingent upon the successful completion of all applicable background checks, including criminal record checks.

World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children.