Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Sponsorship Administrator for Country Office who will be reporting to the Sponsorship Manager.

Dimensions of the Role

The position acts as support function for sponsorship communication processes and its management at CO level. The Sponsorship Administrator (SA) reports to the Sponsorship Manager. The SA will build meaningful relationships and communication with current and potential sponsors, PA sponsorship team, children and families. The incumbent will support the mobilization and facilitation of sponsorship program management including the tracking of Plan sponsorship commitments.

Typical Responsibilities

Communications Management

• Monitor all the sponsorship communications and ensuring an environment of open communication.
• Ensure that communication and production quality standards are being met and report any discrepancy and highlight areas for improvement to the Sponsorship Manager.
• Ensure that all queries and requested information are dealt with promptly, courteously, professionally and in sufficient details so that follow-ups and repeat queries minimized.
• Attend to requests from National Offices (NOs) in a prompt and courteously, by investigating with Program Areas (PAs) before responding to the queries and also give interim responses where necessary
• Coordinate and monitor the roll out and participate in the development of new sponsorship communications systems in all the PAs of while ensuring effective participation of children.

Corporate sponsorship

• Keep track of due dates for the communications to and from the PAs.   
• Proof reading and ensuring that sponsors communications meet the required quality standards. 
• Contribute to the development of caseload Plan and the local enrolment criteria.
• Coordinate the sponsorship activities for the country to ensuring that sponsorship process is efficient while supporting PAs attainment of 100% sponsorship production.
• Ensure updates/corporate deadlines in the sponsorship systems are met and timely feedback on corporate system requirements given to PAs.

Quality management control

• Improve monitoring of PA efficient compliance with sponsorship guidelines by implementing the quality sponsorship guidelines.
• Scrutinize and review all outgoing mails from the PAs to NOs and ensure that quality and quantity standards are being met.
• Quality check of all communications to ensure that they meet the required standards sampling each batch.
• Employ continuation and improve on the program delivery techniques.
• Contribute to the design of effective planning and monitoring tools for the PA sponsorship department to assess the performance of sponsorship for   measuring and analysing sponsorship data.

Monitoring and evaluation

• Communicate regularly with Sponsorship Staff to ensure clear understanding of procedures, processes of the child data system.
• Ensure PA proper documentation of both active and cancelled Sponsor Children (SCs) and National Office Inquiry (NOIs) files are updated. 
• Ensure PAs keeps a good tracking systems of all NOIs received and responses sent. 
• Give support to PAs in communications management to ensure optimum utilization.
• Ensure PAs clear documentation and tracking of Plan sponsorship commitments.
• Identify performance gaps and recommend capacity building interventions for performance maximization through quarterly support visits to PAs to cross check information on file and Child data system.

 Accountabilities

• Ensure all sponsorship processes and communications meet quality standards (meeting of child sponsorship communications commitments 6-10). 
• Ensure SC and families actively engaged in production of sponsorship communication items
• Inform sponsorship manager about sponsorship issues timely for decision making and support.
• Ensure the quality and  timely submission of sponsorship communications through effective training and coaching to related persons and partnerships 
• Ensure effective technical supports on corporate sponsorship system through close coordination with ICT department/unit
• Ensure Less number of NOI regarding quality of sponsorship communication 
• Zero or very few backlogs on the business process
• Give advice, technical support and supervision at field level
• Ensure that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Technical expertise, skills and knowledge

• Bachelor’s degree in Social work/Management/Development Studies or vocational training/ technical qualification plus 3-5 yrs with relevant experience any or other related field from recognized higher educational institution
• 5 - 7 years’ experience in sponsorship work an added advantage
• Demonstrated record of excellence in communications management support
• Experience in training and facilitation of child sponsorship, child protection and participation is an added advantage.
• Experience in NGO sector; working with children and communities; and managing child-related programs and projects would be an advantage.