Sponsorship Coordinator at Plan International

Plan International is a leading girls and children’s rights organization. Plan strives for a just world that advances children’s rights and equality for girls. We motivate our people and partners to:

• empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability
• drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face
• work with children and communities to prepare for and respond to crises, and to overcome adversity
• support the safe and successful progression of children from birth to adulthood

Plan operates in 77 countries around the world. It brings its support to millions of children, their families and communities, mainly in Africa, Asia, Middle East, and South America. It implements projects in the Health, Water and Sanitation, Education, Child Protection, Sustainable Livelihood, and cross-cultural communication. Child sponsorship forms the basis of our work with children. Worth to mention, Plan International global ambition is to support 100 million girls learn, lead, decide and thrive!

As part of its commitment to support Plan International Federation reach 100 million girls so to Learn, Lead, Decide and Thrive, Plan International Liberia has developed a Country Strategy for the next five years (2019 to 2024) with specific focus on reaching 600,000 marginalized girls and children all over the country, with a strong commitment to work with partners at various levels to put an end to violence against girls and young women including Child Early Forced Marriage and Female Genital Mutilation (FGM) and other norms and practices that hinder their development and empowerment.

Plan International Liberia is committed to ensuring that Child Protection and Youth Safeguarding, Gender Transformative programming and Influencing are key and an integral part of all its work in the country.

Dimensions of Role:

• One Sponsorship Assistant reports directly to the role. Sponsorship 3rd Party Data Entry Clerks and Community Development Facilitators regarding Sponsorship Program aspects.
• Area of Responsibility – PIIA

Typical Responsibilities – Key End Results of Position:

• Coordinates all PU Sponsorship activities by regularly ensuring they are in line with agreed policies, processes and communication documents are of very good quality, prepared on time and uploaded to ChildData.

• Manages Sponsorship Systems (CDPet, ChildData) at PIIA level and ensures they are operational and updated regularly with updates as and when received from the Sponsorship Manager
• Manages NOIs account for the Program Intervention Implementation Area (PIIA) by checking account daily
• Coordinates prepares and reports on all sponsor visits in the PIIA and file visit report and photos in respective SC folders after validation by the Sponsorship Manager
• Adheres to the local sponsor visit guidelines and process
• Facilitates the identification of eligible children for the sponsorship program, in collaboration with the PIIM, members of the Children Clubs and local based organization involved with sponsorship
• Assists the Sponsorship Manager in training PIIA staff
• Trains children’s club members and local based organization on sponsorship communication activities, policies and processes.
• Ensures compliance to the sponsorship standards in the Sponsorship Book
• Facilitates the production of Area Overviews(AOs), Area Updates(AUs), Development Education Communication(DEC) and Graduation/Cancellation Memo for Sponsor Children(G/CMSC) for review and approval by the Sponsorship Manager
• Manages Sponsorship Data Entry Clerk and Field Data Processing Agents and ensure they are in line with signed agreements at all times
• Manages Sponsor Child (SC) folders and information in line with Sponsorship Book (SB) guidelines and local process and policies
• Ensures gender equality and inclusiveness of children in sponsorship activities
• Prepares weekly, monthly, quarterly, annual and sponsorship reports and projections for the attention of the PIIM and the Sponsorship Manager
• Manages PIIA peer review for best practice learning, sharing and implementation
• Monitors and evaluates staff in sponsorship processing and information gathering at the PU
• Identifies and solves issues in the department in a timely and effective manner.
• Ensures timely printing and distribution of Sponsorship Child (SC) and family photos (one per family)
• Prepares, monitors and implements annual sponsorship operational plan for the PIIA
• Ensures children 18 years and above are graduated and farewell letters prepared and sent to NOs concern on time
• 100% quality check and follow up on all cancellations submitted to the PIIA
• Ensures SC Communication Delay Report(SCCDR) is not abused at the PIIA level and only used after follow up checks and in line with agreed local process
• Manages PIIA caseload (new and existing quota)
• Ensures adequate availability of logistics for sponsorship activities at PIIA
• Manages direct e-mail communications as per agreed processes and policy
• Attends and participates in all sponsorship and PIIA meetings
• Collates production plans and monitor sponsorship field data processing agents for the PU Manager and Sponsorship Manager
• Attains 100% production at the end of each month

• Fulfills Plan’s Child Protection and Gender Policies by making sure all sponsorship activities, processes and documents at PIIA level are in line with Plan’s Child protection policy
• Performs any other duties to be assigned by the Sponsorship Manager or Program Unit Manager to support the achievement of organizational goals

Dealing with Problems:

• Collates and provides operational and technical support for the implementation of sponsorship programs  within the program unit
• Puts in place systems to monitor and provide operation and technical soundness in the implementation of sponsorship activities in the PIIA
• Works with minimum supervision and direction
• Analyses issues for decision making to strengthen and support delivery of sponsorship programs that meets organisational requirements and refer to PIIM and Sponsorship Manager for approval
• May approve invoices as stipulated by the finance department

Communications and Working Relationships:

• There is a medium contact with community members, children and other stakeholders to develop and implement programs that would meet other sponsorship program implementation.
• Maintains high contact with staff working on sponsorship program activities at PIIA level to offer support for understanding and implementation of sponsorship related activities
• There is a low contact with other staff to support them with understanding sponsorship programs and their support in the implementation of related activities.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Qualification and Experience

• A University degree or equivalent in any related field
• Knowledge on development issues affecting children
• Expert user of Microsoft applications package (Word, Excel, internet software & PowerPoint etc)
• Have at least 3 years’ experience in a similar function
• Have at least 2 years’ experience in community development in an international NGO such as Plan

Demonstrated behaviors needed by the post holder to successfully perform the role:

• Continuous commitment to high performance and improvement
• Have the sense of responsibility and deadlines
• Ability to work as a team
• Being committed to the protection of the rights of the child;
• Humility towards staff, children, community members and all Plan associates
• Coaching of staff and partners to ensure improvement
• Understanding of National Office Operations

Skills Specific to the post needed to put knowledge into practice.

• Good supervision of personnel
• Good interpersonal skills
• Monitoring and evaluation skills
• Presentation and communication skills
• Project management skills
• Planning and organizing skills
• Training delivery and facilitation skills
• Team building skills
• Good communication skills
• Good command of the English Language

Physical Environment and Demands:

Travel requirements

This position requires about 40% travel to communities in Plan Program Intervention Implementation Area.

Behaviours (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 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

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Location:                 Bomi County

Grade:                      C2

Department:            Sponsorship Department

Reports to:              Program Influerencing Intervention Area Manager – Bomi County

                                 with dotted line to Sponsorship Suppport Manager

Closing Date:          15  August 20222

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas. We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.