Sponsorship Field Coordinator

PURPOSE OF THE POSITION: To coordinate all tasks related to the Sponsorship program at the project level so as to ensure meeting the Sponsorship requirements in an effective manner. Contribute to the well being of children in target communities through tracking the progress in lives of registered children via regular monitoring, checking their presence and participation in the ADP activities.   MAJOR RESPONSIBILITIES 1.            Ensure security of child information Ensure that children related filing cabinets are accessible only by related staff Ensure that child protection policy is being explained and signed copies by staff, casual workers and visitors are filed Ensure that child violation incidents are reported on a timely manner to NO focal point as per the established procedures Ensure that sponsors’ visits reports and photos are shared with NO sponsorship related staff and copies are filed 2.    Develop and implement relevant systems for selecting RCs and filing and tracking RCs’ information Formulate and update RCs selection criteria in coordination with the ADP managers, community coordinators, project coordinators and local communities Select children for registration in the programme as per the contextualized RCs criteria Fill-in child histories / introductory letters as per the standards required- keep filled templates in related RCs files Send copies to National Office for data entry and processing on SD and STEP Update RCs’ info as per the child data validation forms generated by STEP Take photos of RCs as per the standards required – file soft copies as per pictures’ taken date Send photo to NO for processing on CPI Update/send to NO/file at ADP RCs’ photos as per the data requested by the reading diskettes Monitor RCs budgeted number and ensure the provision of additional 2% reserved RCs Develop a plan for distributing, filling, reviewing, and sending Christmas Cards and APR for RCs Ensure filing of minutes of meeting, census forms, monthly reports, step reports, and KPI reports Take responsibility of sponsorship data control at the ADP level including the accuracy of data collected. 3.    Ensure monitoring of registered children Develop a plan for monitoring RCs as per STEP reports’ dates and as per RCs’ planned activities’ dates Select casual workers to monitor RCs presence, status, and participation. Train, coach, and follow with casual workers on sponsorship requests Update and Distribute RCs’ lists and monitoring plan to casual workers Review, Process and File data collected about presence, health, education  and participation of RCs Send updated casual workers’ list to NO on a monthly basis Assist the ADP manager and project coordinators in developing and implementing the annual activities plan Assist the ADP Manager in distributing the Gifts In Kind to the Sponsored children and their families. Send updated activities’ list to NO on a quarterly basis Register on form B temporarily away RCs and send dated copies to NO on monthly basis and file related copies at ADPs Monitor temporarily away RCs on a quarterly basis Follow-up on hold requests and send updated information and photos to NO for reactivation. File updated validations forms and photos Prepare and submit the ADP stoplight to the NO on monthly basis 4.    Ensure quality and timeliness of sponsorship operations Develop a plan for processing all RCs related correspondence (IL SL GN QU) as per the ADP stoplight and STEP reports Develop a plan for distributing and receiving RCs’ correspondence to/from casual workers within standard timeframes Review received correspondence from NO and from casual workers and check for content to be as per the standards required and translate to English/Arabic when needed Register all correspondence on ADP stoplight Send all replies to NO along with the related CCF File copies of all processed correspondence along with stamped CCF in RCs related files Monitor on multiple sponsorship and drop related cases and file the process Monitor RCs death notifications and file related death reports Monitor dropped RCs, register dropped RCs on form C and send dated copies to NO on monthly basis. File related copies at ADPs 5.            For decentralized ADPs Conduct an annual internal reconciliation with the NO Process data on SD, DI, and STEP Prepare and send a weekly back-up of SD to the NO Generate STEP reports   Knowledge & Skills Knowledge of child protection / child rights Good command of Arabic and English Computer literate mainly with MSOffice software package Good communication skills and ability to build collaborative relationships Ability to deal with children and people from different cultures and backgrounds Ability to foster a good team spirit Ability to transmit information correctly with accountability and maintain confidentiality Ability to carry out secretarial duties as required               Experience At least one year experience in a similar related job Ability to travel within country with a valid driver’s license