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Coordinator - Donor Correspondence Management Unit

Colombo - 09
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 worlds most vulnerable people regardless of their religion, caste, gender or ethnicity. World Vision has been in Sri Lanka since 1977 and currently works through 35 development and relief programmes in 20 Districts across the country.

At World Vision we are passionate about children and 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 currently looking for dynamic & creative individuals to join us in our journey of caring.


Location – National Office (with 10% travel)

Job Profile

The Coordinator - Donor Correspondence Management Unit is responsible for the efficient and effective functioning of the donor correspondence management functions of the Sponsorship Operations of World Vision Lanka(WVL). The position is responsible for receiving and processing Birthday Bounce cards, Sponsors E Letters and systemizing the information management process & provide support to the overall national operation in terms of monitoring, follow ups and field reviews to ensure compliance in line with the established policies, procedures & sponsorship standards

Major Responsibilities

  • Effectively manage & coordinate the Donor Correspondence Management Unit for effective & efficient service delivery Act as the primary contact person & technical advisor of all sponsorship system & operational matters, ensure work plans are in place for a smooth workflow in meeting sponsorship standards, identify capacity gaps & develop & implement proactive measures & initiatives to increase quality & efficiency of WVL sponsorship operations .

  • Monitoring, Following up & Capacity Building Conduct weekly follow-up with Donor Correspondence Management team to ensure completion of Sponsor Letters within agreed timelines & effective & regular monitoring of Area Program/ADPs service delivery; Engage in staff orientation and capacity development activities.

  • Facilitate the Sponsor-Child Relationship & effective processing of Birthday Bounce Cards Act as the focal point for all communication including sponsor letters/Birthday Bounce Cards/E letters/Gifts received from the sponsors, respond to sponsor queries & ensure effective communication and timely dispatch of all items and update & systemize all information in the Sponsorship System for easy tracking & monitoring of the relevant data; attend to all related administrative matters within agreed timelines

  • Record Keeping and Reporting - Collect, collate and analysis performance of the Assistants - Donor Correspondence Unit on a monthly basis. Maintain required information and reports at National Office, Share system reports with the Area Program(AP)/Area Development Program (ADP) for monitoring & follow up, produce management reports for the Sponsorship Coordinator, Area Program, Zonal & National office management, manage & maintain the “Sponsorship Store Room” where sponsorship documents & related items are stored.

  • Support Office Communications and Coordination- Maintain regular communication with support offices in relation to sponsor E letter & queries, Birthday Bounce Cards, International inbound courier packs & any system related concerns affecting the Units operations & ensure matters are resolved & attended to with efficiency.

  • Field engagement -Engage with field offices, plan field visits, ensure sponsorship reviews are conducted & ADP/AP compliance of established sponsorship standards, Assist in Sponsorship Risk Assessment Programme , Support ADPs in the event of absence/unavailability of staff, track, monitor & follow up to ensure timely delivery of quality services by field offices in achieving performance targets.

  • Team Support and Development Engage in personal learning & development & contribute to ongoing reflection and learning within the team to improve programme performance


Required qualifications, experience & competencies

  • A university degree in Social Science or related discipline

  • At least 3 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.

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: 14th August, 2018

Female candidates are encouraged to apply.

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.