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Job Title:  Child Sponsorship Correspondence
Assistant (Fresher Data Jobs)

Organisation: World
Vision International

Reports to: 
Child Sponsorship Operations Coordinator

Duty Station: 
Kampala, Uganda

About US:

World Vision Uganda
is a Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 41 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”

   

Job Summary:   The Child Sponsorship Correspondence
Assistant will ensure effective and quality management of World Vision Child
Sponsorship Correspondences at the National Office in accordance with
established partnership standards and procedures.

Key Duties and Responsibilities: 

Processing Sponsor
Correspondences

·        
Process
incoming sponsor correspondences to children on a daily basis before dispatch
to APs within the approved procedures (Softcopy Batch sheets sent to ADPs in
time)

·        
Sort,
record World Vision staff mails enclosed in sponsor mails and submit to Office
Assistants for distribution.

·        
Provide
to National Office, and AP/Cluster synthesised and analysed daily and weekly
tracking reports on sponsor mails and parcels.

·        
Compile
lists for mails and parcels received in the National office but have no child
identities or names

Correspondence
Accountability

·        
Ensure
accountability for children’s gift items by recording and submitting Money
Orders and cheques enclosed to Child Sponsorship Operations Coordinator.

·        
Monitor
and track reconcile correspondences in compliance with Sponsorship standards
periodically

·        
Keep
documentation of damaged sponsor mails/parcels and return to sender mails for
reference and trend analysis purposes.

·        
Document
both money order and cheques enclosed in child correspondences and post them
back to respective support offices for further action

·        
Coordinate
with CSSA in Cluster to document and share of significant Success Stories on
the impact of Correspondence on RC lives and families on Quarterly basis

Data Entry and
Analysis

·        
Enter
all correspondences ( E letters, Parcels, Mails and Cards )into Horizon SSUI
system in time

·        
Analyze
national office Horizon correspondence reports and share the analysis of their
adherence to correspondence standards and business procedures with CSOC

·        
Compile
and analyse all incoming correspondences for national Office on weekly,
monthly, quarterly, bi-annually, and yearly to establish the number of parcels,
letter, and E-letter received within the quarter and year and the number
responded to.

·        
Compile
and analyze return to sender mails per ADP /Support office and establish major
reason why they are returned

·        
Analyze
the total amount of money spent on internal /external courier services; and
pre-paid postage mails per cluster and support offices on a monthly and yearly
basis.

Child Protection

·        
Carefully
remove sponsor addresses during mail processing activities and keep them under
safe custody.

·        
Systematically
scan all correspondences to prevent harmful materials and contents from having
negative effect on the holistic growth and development of children

·        
Maintain
confidentiality of sponsors addresses by safeguarding sponsors address from
unauthorized persons and burning the labels under discrete

·        
Coordinate
all SOI exceptional issues within National Office and work with clusters to
ensure they are followed up and closed

·        
Ensure
proper and timely disposal of all removed sponsor addresses and inappropriate
materials sent to child.

Courier and Postage
Management

·        
Coordinate
with courier service providers like DHL and EMS to ensure all courier bound
mails and other mails delivered at national office are taken for postage

·        
Prepare
and attach supporting documents of prepaid postage bills for national office
and forward the same to the supervisor for review on weekly /bi-weekly basis.

·        
Ensure
all postage from field offices and clusters are compiled together for preparing
prepaid postage on a monthly basis.

·        
Ensure
all Supporting documents for postage done in the field offices are scanned and
soft copies submitted to national office within the week of postage.

·        
Process
advance payment & vehicle request; and coordinate with Posta Uganda to
ensure that children parcels are picked on a weekly /bi-weekly basis.

·        
Pack all
processed correspondences into M-bags; weigh and prepare courier dispatch
documents before contacting EMS courier service contact person to pick-up
mails.

·        
Ensure
timely delivery of processed mails by sending alert e-mails and calling
respective sponsorship field staff within 24 hours after EMS courier dispatch.

·        
Receive,
truck and acknowledge all delivered correspondences / items (mails, parcels and
Cards) from Post Office or World Vision.

·        
Liaise
with courier service providers to ensure timely dispatch of correspondences to
the field and support offices

Reporting

·        
Prepare
and submit to Child Sponsorship Operations Coordinator, weekly and monthly
analysed correspondences reports

·        
Prepare
and submit quarterly correspondence status analysis report to CSOC (Received,
Closed within and beyond standards, challenges and recommendations to change
the picture.)

·        
Maintain
ongoing communication with field sponsorship teams and sponsorship coordinators
on all issues that are likely to affect correspondence performance /sponsor
commitment.

·        
Document
and share good practices in correspondence management

Qualifications, Skills and Experience: 

·        
The
applicant for the World Vision Child Sponsorship Correspondence Assistant job
placement should preferably hold a Diploma in business/statistics/ social work
& Admin or related field from a recognized university. A degree will be an
added advantage.

·        
Must
have skills in data entry and analysis

·        
Critical
thinking/questioning, self-drive and innovative.

·        
Must be
a team player and team builder.

·        
Must be
a committed Christian.

·        
Ability
and willingness to work for longer hours, when the situation so demands.

·        
Excellent
interpersonal and communication skills.

·        
Be able
work under minimum supervision

How to Apply:

All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.

Click
Here

Please follow
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal.  Qualified female candidates are particularly
encouraged to apply.

Deadline: 2^nd August 2019

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