Sponsorship Coordinator at Plan International Rwanda: (Deadline 6 February 2022)

ROLE PURPOSE

Plan International is an independent development and humanitarian not for profit organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination of the girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 80years, and are now active in more than 70 countries. To implement its change journey, Plan Rwanda has been operating into three Program Units namely Nyaruguru, Bugesera and Gatsibo hence in need of a Sponsorship Coordinator to coordinate sponsorship work in one of the PU.

The sponsorship Coordinator will be responsible for overseeing and coordinating the PU office in the absence of the Program Unit manager. He/she will provide guidance in managing the programs, project design, implementation, monitoring and evaluation of the projects within the Program Unit in line with Country Strategy, Plan policies and guidelines. He (she) has the responsibility of building relationships with the local government, community, children and other partners.

He/she is also overall responsible for organizing the sponsored children, their families and communities to ensure their effective participation in the planning, management, monitoring and evaluation of the development interventions in consonance with the Plan’s Mission, Vision, Domains and Program Principles. Administer the sponsorship corporate systems locally; coordinate production and processing of sponsorship communication items at the program unit level.

management scope, reporting lines, key relationships

Direct reports- The post holder will report to the Program Unit Manager

Key Relationships

Internal:

• Program Unit Manager,
• Sponsorship Manager
• Community Development Facilitators,
• Sponsorship staff,
• CVs

External:

• National Offices,
• Sponsors,
• Sponsored children,
• Community groups.

Level of contact with children

• High-level contact with children

Physical Environment

• The position is mainly field related work with at least 30% office attendance

Accountabilities and MAIN WORK ACTIVITIES

• Support CDFs to train community volunteers, Sponsored Children and Families in Sponsorship
• Participate in program/projects design, implementation as well as monitoring and evaluation
• Participate in the preparation of the annual budget and Annual Plan for the assigned PU
• Ensure that the Safeguarding children and young people Policy is adhered to and properly implemented in the PU
• Ensure each CDF produce at least 50 Home visit reports per month for physical verification of SCs
• Train Program Unit Staff in sponsorship requirement
• Review with CDFs and update the Sponsored Children (SCs) files
• Ensure that NOI queries are responded to and hardcopies are filed.
• Verify that the Program Unit is sending good quality communications (ensure that SCIs, SCUs, SCCs and SCR are thoroughly checked against their quality before sending them)
• Coordinate with Country Office all administrative issues related to Sponsorship
• Ensure the maintenance and strengthening of linkages, networks and collaboration between Plan and Sponsored Families and their associations/groups, local government offices and the NGOs within the area of jurisdiction.
• Support staff (supervisees) to develop clear individual accountability plans and facilitate interim and annual staff performance Appraisal
• Take the lead in the production of key sponsorship communication deliverables such as area documents (PAOs, PAUs, SPARs)
• Support the development of PU caseload management strategy in the PULTP and coordinate phase in (opening new communities and enrolling new sponsored children) and phase out.

Help design goals for strategy

• Ensure that children are involved and participate in all sponsorship and program activities
• Participate in the development of the BR section of the CS
• Participate in the development of sponsorship budgets and properly manage them in collaboration with PUM and SM.
• Ensure quality/value for money in the implementation of planned activities
• Establish, monitor and achieve accountability standards of effectiveness and efficiency in BR.

Management of partnerships, growth/enrolment

Ensure that:

• Target growth level is achieved
• Effectively portray a positive image of Plan International Rwanda
• Sponsor visits are tracked from Childdata and reports are produced timely and accurately
• Facilitate the awareness creation and raising in sponsorship and Plan’s work in new program areas
• Ensure that only eligible families are enrolled-house to the house.
• Develop/design training materials and work plans for enrolment and community awareness
• Ensure that staff follow the localized enrolment criteria in the community effectively and efficiently

Production of Quality Sponsorship Communication in line with Program and influence

• Ensure communication production is participatory and reflects the children’ voice
• Ensure that sponsorship items (of high quality are positive, engaging and real, with no backlogs,
• Timely provide ChildData Reports and PU Production reports
• Supervise the Photographs exercise for pooled children and ensure they are uploaded into Child Data within 3 working days from the time batch is processed
• Participate in the generation of Annual Plan and Annual Report (SPAR)
• Management of Corporate sponsorship transactions
• Manage the coordination of data entry in child data and other sponsorship systems.
• Ensure that all sponsorship products and services meet quality standards, are accurate, timely and complete as specified in the Sponsorship Manual

Management of Gifts and VIP communications

• Ensure that VIP sponsorship communications are of good quality and timely
• Ensure that sensitive gifts are delivered by the frontline staff and photos of SC taken, and tracked within a week upon receipt.
• Ensure the verification of gifts with to-do lists before distribution to field staff.

Empowerment and sustainability

• Ensure the Sponsorship Community Volunteers (CVs), children, their families and community members are properly trained to take care of 100% of sponsorship activities
• Monitor and evaluate the performance of and conduct fresh training in areas identified with gaps
• Actively participate in local RM as a Member of Resource Mobilization Team

Programmatic Responsibilities

• Ensure that all data generated is analysed and used for programmatic planning (BI)
• Monitor equitable distribution of projects in sponsorship communities (villages)

Dealing with Problems:

• Ability to rationalise and make quick decisions
• Able to prioritise work effectively for execution with limited resources
• Dealing with problems related to timely delivery of the sponsorship communications.

LEADERSHIP AND BUSINESS MANAGEMENT COMPETENCIES

LEADERSHIP COMPETENCIES

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Set high standards for self and others’ behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Hold self and others to account for what we have agreed, dealing with a poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivate and develop others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Positive about change and support others in adjusting to it, helping them understand.

BUSINESS MANAGEMENT COMPETENCIES

• Managing information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing and digital working, including personal digital skills.
• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of the Plan’s purpose, values, and global strategy
• Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
• Managing activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
• Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing and digital working, including personal digital skills

Technical expertise, skills and knowledge

Essential

• University degree in Computer science, Social Science, Project Management, development studies or related fields
• Proven practical experience in a similar position within an NGO environment
• Proven track record of interest in the well-being of disadvantaged communities.

Skills Specific to the Post

• Ability to work in a multidisciplinary and multicultural environment
• Strong team building and motivational skills
• Strong negotiation, facilitating and influencing skills
• Proficient in computer skills and use of relevant software and other applications
• Excellent planning and organization skills
• Ability to work under pressure
• Ability to be part of and supervise working teams
• Highly effective networking and interpersonal skills,
• Excellent knowledge of donors’ policies and procedures
• Excellent communication and writing skills – fluent in oral and written English
• Committed to the strong team working skills and external relations.

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for a lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

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