Sponsorship System Operator

ROLE DIMENSION / DESCRIPTION 1.            Manage the Sponsorship System To successfully manage sponsorship business processes and standards in the area and to achieve or surpasses Sponsorship operations To work on the Single STEP sponsorship System program elements including children data, correspondence, photos, videos, monitoring and participation Ensure all data from the National Office are received and disseminated to all staff and follow up with them in a timely manner Ensure that RC management is maintained at not less or more than 2% of the maximum budgeted RC. Work on SOs queries and resolve discrepancy messages       2.    Ensure Quality, timeliness of Sponsorship business process  Timely processing and screening of all types of correspondences i.e. sponsor letters, sponsor queries, GNs, APR, Christmas Cards, Holds, farewell letters, Introductory letters among others. Timely generation sponsor queries, closes queries, and prints labels. Dispatch and distribute the incoming and outgoing correspondence in a timely manner. Ensure Quality and accuracy of any RC data collected and provided by related staff or community members and highlight potential quality issues. Ensure timely production of sponsorship monthly KPI report for management consumption. To ensure all staff engaged in Single STEP data collection meets or surpasses the minimum standards of integrity. 3.    Ensure monitoring  and active participation of registered children   Ensure daily follow up on the system to do tasks and highlight issues raised.   Ensure all monitoring forms are keyed into Single step and reports generated to inform area sponsorship staff of those that haven’t been visited as per the standard and necessarily forms are documented as per the standards.   Ensure proper documentation and production of Monthly reports Collaborate with IT in ensuring adequate operating system as necessary and appropriate Respond effectively to all types of communication related to children.  Assist in sorting GIKs and bounceback cards   Track outgoing mail via courier services and prepare necessary related sponsorship administrative papers.   Remove temporarily /permanently away children from program within the sponsorship standard.     Track presence and participation on the system and highlight those to the sponsorship officer.     4.    Ensure security of child information To ensure that data files are recorded and logged in a secure place and are accessible only by related staff   Follow up and highlight case management related Child information issues to Sponsorship officer.   Ensure the quality and timeliness of the data gathered by the community members and volunteers.   Ensure the sponsorship quality standards are met with respect – child data, child greeting video, photos, activities and child protection.   5.            Programme requirements Upload the sponsorship 2.0 requirements such as child video greeting, community photo album and annual child video Coordinate the process of purchasing the Sponsorship materials Attending National office meetings trainings once needed Produce necessary reports as requested by the Sponsorship programme officer Coordinate with Sponsorship field  coordinators to provide children participation to sponsorship system operator   Assist in GIK process and distribution and other related benefits if available