Fresher Sponsorship Assistant NGO Job Opportunities – Plan International

Job Title:    Sponsorship Assistant

Organisation: Plan International

Duty Station:  Uganda

Reports to: Sponsorship Coordinator


About US:

Plan International is an independent development and humanitarian organisation 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. And it’s girls who are most affected. Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.


Job Summary:  The Sponsorship Assistant will support the Sponsorship Coordinator in giving support in the department and promotion of Plan International Uganda’s Country goals in growth, customer satisfaction and establishing an effective linkage with National Office (NO) and other stakeholders, ensuring that both units offer efficient and adequate support to field operations. The incumbent manages and ensures quality of sponsorship communications and safety


Key Duties and Responsibilities: 

SCIs and SCUs:

  • Type, proof read and compile all SCIs and SCUs for each month in time (A minimum of 70 SCIs and SCUs typed & processed daily).
  • File original SCI or SCU questionnaire on SC file.
  • Use checklist to ensure that information on the SCIs and SCUs is accurate.
  • Download quality SC photos from the field staff to a designated file for future use
  • Download SC consent forms, rename them, store in a designated folder and forward to the Sponsorship Coordinator for consolidated storage.
  • Encode SC photos using the approved Child Data photo Encoding Tool (CDPET).
  • Upload to ChildData SC photos and SCIs of all enrolled children within five days of enrolment.
  • In line with sponsorship commitment, ensure that there is no backlog on SCUs submitted by frontline staff.

Production of Quality Sponsorship Communications (letters and gifts) in line with the sponsorship commitments:

  • Read all SP/SC letters and highlight all questions in them before sending to Sponsorship Coordinator for tracking.
  • Refer all controversial statements in SP letters to the Sponsorship Coordinator for review.
  • Verify National Office Inquiries (NOIs), SCCDRs and cancellations as assigned by the supervisor.
  • Ensure that SP addresses do not reach the frontline staff and SCs.
  • Open all SP parcels to SCs, scan for inappropriate content and pass on to the Sponsorship Coordinator within 5 days of receipt.
  • Track all SC letters to SPs with inappropriate content, dialogue unworthiness and share with the Sponsorship Coordinator at the end of every month.
  • Track all letters written by SCs and share with the Sponsorship Coordinator at the beginning of every month.
  • Track all SC gifts in ChildData within 7 days of receipt.
  • All SP mails and gifts to different CDFs must be sorted, properly packed, labeled and handed over to CDFs after they have verified.
  • Dispatch SC communications for NOs that have not gone live with digital communications on a weekly basis so as to meet the requirements of commitment 6 and 7.
  • Scan and email all SC communications for all countries that accept scanned versions so as to meet the requirements of commitment 6 and 7.
  • Proofread, scan, encode and upload all digital SC communications to ChildData on a weekly basis so as to meet the requirements of commitment 6 and 7.
  • File all carbon copies of SP/SC letters and correspondences in their respective SC files folders.

Empowerment and sustainability:

  • Support community trainings in Sponsorship communications.
  • Verify existence of SCs/ SC family members in the system as required by program staff.
  • Participate in working with children and community members to produce quality and timely Program Area Overviews (PAO) and Sponsorship/Program Area Reports (SPAR).
  • Conduct SC home visits, summarize key findings/recommendations to inform programming.
  • Track SC benefits, store both in hard/soft copies and file for easy access.

SC Cancellation and Graduations:

  • Type cancellation/graduation memos in free format correctly, accurately and timely before submitting to the Sponsorship Coordinator for final editing and quality control
  • Upload all CMSCs to Child Data within 4 weeks of cancellation
  • File copies of CMSC and cancellation questionnaires in their respective SC file folders.

New Enrolment:

  • Support enrolment of SCs in new locations.
  • Enter into child data SCI information with complete quality photos for new enrolments within five days of enrolment
  • Open and properly label files for new enrolment immediately

Dealing with Problems:

  • While this position is office based, the holder requires very good communication and team work abilities to be able to effectively deliver on the job. The post holder will demonstrate the ability to solve problems in a very prompt manner. The Post holder will also ensure adherence to the business rules of sponsorship as well policies and procedures in the execution of his or her role while promoting a culture for delivery of results, both short and long term.

Qualifications, Skills and Experience:

  • The applicant must hold an advanced Diploma in Secretarial Studies, Business Administration or any other related field.
  • Two years of working experience preferably with an NGO.
  • Knowledge of Database management and sponsorship systems policies and procedures is essential for this post
  • Computer skills and use of relevant software and other applications
  • Good communication skills both written and verbal
  • Interest in the wellbeing of the disadvantaged
  • Excellent interpersonal skills
  • High level of flexibility
  • Excellent time management & organizational skills
  • Good computer skills especially in Micro-soft Word and Excel
  • Good typing skills of not less than 50 words per minute.
  • Knowledge and Experience in Database management may be an added advantage.
  • Prior customer care training /experience.
  • Proficiency in both oral and written communication skills in English
  • Must demonstrate ability to generate and utilise digital images
  • Has experience using Windows 2007 and above, outlook express or Outlook 2007, Anti- virus software.
  • Has experience in Basic backup and recovery procedures for corporate systems.
  • Has experience working on a LAN environment.


How to Apply:

All candidates who wish to join Plan in this capacity should apply online at the link below.


Click Here


Deadline: 12th August 2021


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