Job Description

ROLE PURPOSE

The position holder will be responsible to enter correct sponsored children and their families’ data as well as other sponsorship communication items in to ES4/Child Data to update our customers timely. Besides, verifies and corrects entries, maintains records, performs general support duties as assigned. The Data Entry Clerk assumes the responsibilities given under the purpose and undertakes her regular tasks in accordance with a well-defined framework of policies and procedures under immediate supervision. These smooth and real information exchanges between the SC and SP boost Plan’s strategy in fundraising and customer trust.

ACCOUNTABILITIES and MAIN WORK ACTIVITIES

Key Sponsorship Related Accountabilities

• Identify inappropriate letters and inconsistent data in the incoming and outgoing communications items while data processing in the system

• Prepare nametag and attach with the corresponding item/letter

• Enter outgoing sponsorship communications hard copy and upload scanned digital communications in ChildData; print transmittal list and attach the list with the letters

• Sort out and dispatch/upload outgoing communication items to NOs based on their interest in the form of digital (scanned) or hard copy timely

• Ensure availability and timely submission of all communications for the assigned monthly caseload

• Ensure that all  Sponsored Children files are available

• Ensure that each Sponsored Child has a complete file i.e. there is no any questionnaire being misfiled.

• Acknowledge receipt and manage the distribution of gifts and sponsor letters to CDF/Community Volunteers.

Data Entry

• Manage all incoming items on ChildData system/acknowledge when NO log-in in the system and download digital communications when uploaded by the NOs

• Responsible for photo renaming, encoding, uploading and SCU/SCI/new enrolment/sibling replacement with support of various integrated data collection systems (CD-pet and ChildData),

• Register the status of absent Sponsored Children on Child Data and update as appropriate

• Process G/CMSC and send via ChildData

• Carry out data correction in response to National Office Inquiries in the system

• Ensure to carry out cancellation in system when verified and approved by supervisor and program area manager respectively

• Timely processing of Sponsored Children’s photographs in ChildData

• Meet Plan International quality standards for all files.

Work in the field

• Keep at any time the contact with volunteers in the field in order to update the files, when appropriate, make visits on site.

• Carry Sponsorship Communications Coordinator’s responsibilities in case of his/her absence.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.

• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Job Requirements

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/ experience essential:

• Education: Diploma in Information/Communication Technology, Information management, Secretary Science, Marketing, Data Management or related fields.

• Experience: Minimum of three years’ experience in data management.

• Easily understand different software intended for sponsorship business

• Proficient in computer skills

• Excellent knowledge of Plan’s sponsorship systems (CD-pet, Child Data development and CRC)

• Ability to work under pressure and do multi tasks

Qualifications/ experience desirable:

Languages require

• Fluency in English language is essential

• In addition to Amharic, Knowledge of Local Languages is a desirable 

How to Apply

The closing date for the application is August 16, 2022. Qualified candidates should submit their application with the links provided below.

For external applicants:

CLICK HERE

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Please note that: 

• Only Shortlisted candidates will be contacted.

• We are not accepting CVs that are not sent through the indicated links.

• Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

• Female candidates highly encouraged to Apply

More information about Plan International can be found on http:// plan-international.org

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organisation, Plan International is fully committed to promoting the realization 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. Female applicants are highly encouraged to apply.