Sponsorship Communication Administrator

Plan International Nepal View All Jobs By Recruiter
Itahari Field Office 3/20/2020 - 3/29/2020
Full Time

Position Details

  • 1
  • Mid Level(Non Manager)
  • Project, Programme Management
  • Itahari Field Office

Summary of Position


Title : Sponsorship Communication Administrator

Functional Area : Sponsorship

Reports to : Sponsorship Coordinator

Location : Field Office

Travel required : Yes

Effective Date : 1 July 2020

Grade :  B

Type : Fixed Term Employment for 2 years based Itahari Field Office


Plan International is a rights-based development and humanitarian organisation working for better lives for all children. We are independent of government and have no political or religious affiliation.  

Our purpose is to strive for a just world that advances children’s rights and equality for girls.  We have been building powerful partnerships for children for more than 80 years and are now active in more than 70 countries
Our global strategy has a specific focus on girls, as they are often the most marginalised and most often left behind.  We have committed ourselves to the ambitious target of reaching 100 million girls by 2023, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals and in particular the goals on gender equality.
Our organisation is transforming itself to meet this enormous challenge everywhere we work.
Plan International has been working in Nepal since 1978, helping marginalised 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 24 districts in Nepal.
In line with Plan International’s global strategy, the Country Strategy’s focus is on the girl child, with a vision of delivering an inclusive, just and safe society where all girls and young women have equal rights and live in freedom by 2030.  Our 2023 goal is that girls and young women in all of their diversity reach their full potential as equal and active citizens.


The position holder ensures system related compliances based in partner NGO office with the key responsibility of operating ChildData ensuring Data Protection and Privacy Policy in close coordination with partner NGO. The position holder is responsible for overseeing daily work of encoders, coaching them and updating them on changes.  She/he is responsible for timely communication between sponsored children and sponsors. S/he is also responsibility quality assurance of all sponsorship communication documents in terms of adherence to Safeguarding Children and Young People Policy in all incoming and outgoing sponsorship communication documents.  The position holder also plays a vital role in all business rules and meeting KPIs by providing necessary information to partner organization on time.  S/he ensures proper management of both hard-copy and soft copy sponsorship documents, including photographs, accordance with sponsorship compliances.   

The position holder ensures the quality of sponsorship communication documents are maintained by implementing partner and that the staff of partner NGOs are fully aware about the technical aspects of quality assurance.  The position holder supports Sponsorship Manager in organizing periodic orientation to all FO team along with key staff of partner NGOs on new updates on Child Sponsorship Communication, systems and compliances.  The position is very important to build a lasting trust between the sponsors and sponsored families by ensuring quality and timeliness of sponsorship communication documents so that the commitments of sponsors for long term development of children are strengthened and continued.  


[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]

Budget held:   N/A

Number of direct reports:  N/A

Key stakeholder groups:


  • Participate in community level meeting training/refresher and orientation on Sponsorship business and raise awareness on “What is Plan”
  • Update and communicate team members, including NGO staff responsible for data encoding/processing and concerned NGO staff about regular updates that takes place in ChildData
  • Forward courier invoices and photo lab for payment on as and when required.
  • Facilitate production of OCC through participating in children events and providing training to Partner Staff/Volunteers
  • Tracking of documents sent to field for correction


  • Coordinate with other program partners of Plan as well as with Community Groups for timely production of Sponsorship Communication and Training and implementation
  • Communicate with government agencies based on need to build awareness about the importance of child sponsorship and its importance in resource generation sponsorship funds

Main challenges of the role

  • Ensuring strong coordination with partner NGO/s for effective management of sponsorship communication business being based in partner's office
  • Effective management of multiple key responsibilities involving timeliness, quality, system compliances, coordination and training/coaching
  • Keeping NGO staff responsible for data encoding/processing motivated to manage NGO staff turn over
  • Ensuring proper compliance to organizational policies related to SCYP/Data Protection and Privacy 



Quality and timeliness assurance

  • Coordinate the translation and processing of communication documents in time with quality by tracking in the ChildData system.
  • Ensure quality, data authenticity, and dialogue worthiness of communication documents before forwarding to NGO staff responsible for encoding, translation and uploading in ChildData.
  • Support community and program team of NGO managing child sponsorship to organize trainings/coaching to concerns regarding Sponsorship Communication


  • Support supervisor in preparing monthly sponsorship communication analysis report
  • Coordinate with program and sponsorship team of partner NGO for timely submission of Commitment # 2 Report to supervisor
  • Prepare draft SC Satisfaction Survey Report for timely submission of report to supervisor
  • Facilitate and follow up on timely preparation and submission of Sponsorship Program Area Report (SPAR)

Coordination and Facilitation:

  • Support NGO partner in making production of the documents (schedule/non schedule) and ensure and report that all the documents are submitted least two months in advance
  • Assist and support supervisor for monthly, quarterly report.
  • Supervise/facilitate responsible staff of NGO for data encoding and processing on prioritising the job, quality translation and regular support for quality output and timeliness

Management of sponsorship communication transactions

  • Send schedule due, (To-Do-List (TDL) 3 months in advance by first week of each month to Sponsorship Officer of in partner NGO.  Provide master list and communication due report periodically as and when needed.
  • Receive required communication items on time based on the TDL.
  • Ensure 100 % documents are reviewed and standard KPIs is maintained throughout the year
  • Carry out home visit to ensure quality product and validate satisfaction level (commitment # 2) as per the activities planned
  • Support supervisor in responding NOIs as per business rule in coordinating with NGO staff
  • Follow guideline on Dual Enrolment management and train NGO staff/volunteers and community groups to ensure that there are not any dual enrolment cases in the district

ChildData Operation

  • Refresh any updates on Childdata operation system within the team/partner
  • Operate ChildData to ensure quality documents are uploaded and delivered to Sponsors
  • Log SPLs/Gifts, those not logged by NOs. Log OCC and FWL
  • Acknowledge communication SGC/SPL/ECO
  • Log response of all communications ( SGR/SGC/ECR/WGC) and generate transmittal list
  • Enter Primary Data (Name, DOB and SC numbers) of new SCs and report cases of possible dual enrolment to supervisor immediately
  • Generate ‘Age limit’ cancellation list beginning of fiscal year and process to get approval from country SM on quarterly basis
  • Check quality and Cancel SCs in the system and ensure the CMSC/GMSCs are uploaded within a month
  • Carryout SC data correction
  • ‘Flag on’ and ‘Flag off’ absent SCs
  • Random check SCI/SCUs, SCCs – those uploaded by Data Encoder/processor and share the findings with supervisor
  • Manage unusable
  • Generate production report and support in preparing monthly report
  • Run query tool for creating necessary reports as needed

Departmental administration responsibilities

  • Ensure that all soft and hard copy sponsorship communication documents are securely stored to avoid any unauthorized access or misuse of sensitive information
  • Maintain up to date record of scanned SCIs/SCUs
  • Dispatch scanned copies of ECO responses and WGCs to respective NOs.
  • Maintain filing of cancelled SCs files and follow business processes
  • Receive SPLs/Gifts sent from CO and handle with full safety. Continue further processes until the full cycle is completed (translation/uploading/delivering/responses). Review and ensure the quality of the letters as per the commitment
  • Report about any discrepancies observed
  • Timely coordination with logistic person of NGO for advance supply of communication materials and necessary office supplies throughout the year

Ensure Plan International’s SCYP and GESI policies

1. 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.

2. Ensure proper training of NGO staff and compliance on Sponsor Visit Protocol in line with zero tolerance policy on unannounced sponsor visits


Qualifications, Knowledge and Experience

  • Bachelor’s Degree in relevant education
  • At least 1- 2 years’ of demonstrated experience.
  • Desired professional qualification in the relevant job domain.
  • Proven experience in coordination, liaison and networking managing teams, finance and other critical management domains.
  • INGO work experience preferred

Leadership Skills and Behaviours demonstrated from experience

  • Role model Feminist Leadership Principles
  • INGO work experience an added advantage
  • Organising skills, analysis & reasoning  
  • 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.
  • 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.
  • Ability to build, nurture and manage team.
  • Calm under pressure.



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.
  • 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.]

  • The position is based in field office.



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

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