Plan International Nepal View All Jobs By Recruiter
Itahari 11/13/2019 - 11/27/2019

Position Details

  • 1
  • None Specified
  • Bachelors(Undergraduate)
  • Others
  • Itahari

Summary of Position

Title : Encoder

Contract type : Fixed term employment for 3 years 

Functional Area : Sponsorship

Reports to : Sponsorship Coordinator

Location : Itahari Field Office

Travel required : This is mostly office based position

Effective Date : 1 January 2019

Grade : A


Plan International is an independent development and humanitarian organisation working in 52 developing countries that advances children’s rights and equality for girls.

Plan International has been working in Nepal since 1978, helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International works in 42 districts in Nepal.The main program areas in its new Country Strategy are Early Childhood Development, Education,Youth Economic Empowerment, Child Protection and Resilience, including humanitarian assistance as required.


The Encoder is primarily responsible for correcting encoding Sponsorship Communication documents into ChildData system correctly. The position holder has an important role to ensure quality assurance of both incoming and outgoing documents. S/he is also ensures correct translation of both letters from sponsored children and sponsors. The role of this position is important to contribute in promoting an effective communication between sponsors, sponsored children and their families, thus contributing to creating lasting changes in the lives of the children.                                                                                                                         



The Encoder reports to Sponsorship Coordinator with functional supervision by Sponsorship Communication Administrator. It is a junior level position in sponsorship communication department but with an important role of ensuring correct encoding and translation of sponsorship
communication documents often meeting tight deadlines.

The Encoder works closely with sponsorship communication team along with NGO partner staff responsible for production, quality assurance and overall management of sponsorship communication. He/she is also coordinates with logistic department for timely mailing of both incoming and outgoing sponsorship communication documents. 



  • Enter and update Sponsored Child (SC) profile with quality and correct photographs into Child data system within the given timeframe.
  • Review SC Profile mismatch and missing information and report to Sponsorship Department by next working day.
  • Print Sponsored Child Information (SCI)/Sponsored Child Updates (SCU) as per the guidelines of
  • Sponsorship Manual or as per the instruction provided by the Sponsorship Department.
  • Produce Script files/ profile data as per VDC wise requirement from Plan’s software and provide it to Sponsorship Department
  • Scan the following documents
  • G/CMSC: Photos/images of SC, SC families (First and last photo), project area along with the sponsorship document, along with farewell letter.
  • Scan SCR/SGR/OCC/NOI/ WGC/ECR-email communication and provide to SCC.
  • Uploading photographs of the SC, SC family and project description into Plan’s software and match with the sponsorship document
  • Enter, print and upload Cancellation Memorandum of Sponsored Child (CMSC) and Graduation Memorandum of the Sponsored Child (GMSC) in Child Data without any error on the same day of the received document.
  • Upload CDPET extract in ChildData before uploading photographs of newly enrolled SCs.
  • Obtain endorsement from the supervisor on the total outcome of encoding in a weekly basis and keep the record intact.



  • Translate sponsored child letters from Nepali to English and sponsors letters from English to Nepali along with the Email communication (ECO) email’s received from SPM/SCC.
  • Translate sponsors visit report and other sponsorship document provided by sponsorship department in given standard format.
  • Translate and upload cancellation memorandum of Sponsored Child from Nepali to English
  • Obtain endorsement from the supervisor on the total outcome of translation in a weekly basis and keep the record intact


Data Management

  • Keep digital photographs of SCs/SFs of last two Fiscal Years systematically.
  • Support SCC in proper filing of CMSCs/GMSCs of last two FYs as per audit requirement.
  • Keep disaggregated data on Sponsored Children related to their education, birth registration, disability, sanitation status as per need.
  • Support SPM/SCC in keeping electronic SC folders.


Ensures 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.




  • Make all tasks accomplished available for verification to the Sponsorship Communication Administrator.
  • Inform the Sponsorship Communication Administrator or Sponsorship Coordinator about any issues, error or communication concerns immediately.
  • Coordinate with NGO Staff and community volunteers in special circumstances keeping SCA and SC in loop.




[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.

This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]


Educational Qualifications and Experience

  • Higher secondary with good command in English and Nepali , preferable Bachelor degree in relevant subject
  • Minimum 1 years’ relevant work experience in sponsorship operation/communication in an organization.
  • Computer skills especially email, internet database, excel, word
  • English and Nepali language competency both verbal and written, Local dialect a plus



  • Knowledge and understanding about the INGO work environment.
  • Technical and practical knowledge and understanding of the relevant job area.
  • Familiar with Plan’s vision, mission values at global and local level.
  • Knowledge and understanding about Plan’s Safeguarding Children and Young People
  • Policy & basic HR and admin operational policies.




  • Taking initiative to be innovative and creative to achieve results.
  • Strives for quality in all they do, respecting deadlines, working continuously to improve performance.
  • Takes responsibility for their actions, and learn from behaviour, successes and failures.
  • Supports gender equality and diversity, and challenges forms of inequality or harassment.o
  • Encourages children young people, partners and colleagues to be meaningfully involved in decisions that affect them.
  • Listens to and understand views of colleagues and partners. Draws on their experience to ensure high quality work.
  • Upholds and demonstrates Plan’s values and behaviours.
  • Calm under pressure.
  • Ability to work comfortably and sensitively across cultures.





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.3
  • 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.



[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]

  • Based in Field Office, Itahari Field office with limited travel to the field



Low contact: No contact or very low frequency of interaction


 "Say Yes ! To Keeping Children and Young People Safe and Protected"

Application Method

Application Method

For Registered Candidate:

Login to https://p2p.com.np/ with your username and password, click on the job you want to apply for and press "APPLY" that appears on the selected job page.

For New Candidate:

Go to https://p2p.com.np/

Register/Create new account,

Use your newly created username and password to login

Click on the job you want to apply for

And press "APPLY" that appears on the selected job page.

If cover letter/ CV is not attached, a pop up will appear The pop up will direct to "MANAGE COVER LETTER/ CV" page where you can add/upload cover letter/ CV, then press "APPLY" at the bottom of the page.