Position: Program Officer-Sponsorship Operations
Vacancy: 01
Job Context:
A leading national-level NGO engaged in socio-economic development since 1974, invites applications from suitable candidates for the position of Program Officer- Sponsorship for an Integrated Child Development Program (ICDP) supported by Save the Children in Bangladesh.
This position is mainly responsible for managing sponsorship operations activities within the program area. S/he will ensure timely and quality accomplishment of all activities related to child-sponsor communication, collection of all enrolled children's updated information annually using customized software and child focused sponsor retention and marketing material according to the sponsorship policies and procedures. Tracking/ensuring program participation of all enrolled children, documentation and reporting, coordination with stakeholders, and supervising the team are other responsibilities of this incumbent.
SCOPE OF ROLE:
Reports to: Program Manager
Dimensions: Dhaka based with at least 50% field visit. (Undertake field visits to ensure particular assistance to Sponsorship IA staff when needed).
Staff directly reporting to this post: Sponsorship Facilitator (SF)
Job Responsibilities
- Child Enrolment, Child Eligibility and Program Benefit Tracking:
- Ensure that eligible families and children are identified for sponsorship enrolment according to guideline.
- Ensure required number of children are available and enrolled for sponsor acquisition according to plan.
- Perform quality check of all information including photos before sending to Dhaka Office.
- Ensure Sponsorship Facilitators and Sponsorship Organizers clearly explain Sponsorship concept, child safety cards and their responsibilities to each family and get the parental consent form signed by the legal guardians during Case History collection (new child enrolment).
- Ensure child eligibility/ineligibility status are updated regularly to onward notification to Dhaka Office in case of all Ineligibilities. Also keep the relevant Project Office team informed as required.
- Participate in Planning, Implementation and coordinating programs which offer significant benefits to enrolled/sponsored children and their families.
- Assist Sponsorship Facilitators in preparing their field visit schedule, so that they visit each enrolled (Sponsored and non-sponsored) child at home/centre at least once in three months’ time and submit field visit/status report.
- Ensure sponsorship records and logs (such as Sponsored and non-sponsored children’s lists, terminated children’s list, ineligible children’s list, correspondence log, AFU tracking list, Mid-Year Eligibility Check) are documented properly.
- Participate in planning meeting with SCIBD Dhaka Sponsorship Operations and Program team as required.
- Correspondence and Sponsor Retention:
- Ensure quality and timeline are met during child reply letters collection from the sponsored children
- Ensure that Sponsors’ letters are delivered to the children properly and have they replied by the children himself/herself following the guideline.
- Ensure appropriate quality and policies are maintained during translation of child reply (30-Day letter) letters into English.
- Maintain correspondence records and correspondence logs (received from SCIBD office) on a regular basis and follow up those as necessary.
- Ensure that all types of correspondence and documents are sent to SCIBD Dhaka office within due date.
- Perform quality check of all types of letters collected from the children before sending to Dhaka Office.
- Prepare plan for Annual Family Update (AFU) collection as per guidance received from SCIBD office.
- Ensure necessary materials and equipment are available and functional for AFU collection.
- Process volunteer recruitment as they are on board timely.
- Ensure Sponsorship Facilitators and Sponsorship Organizers accomplish Annual Family Update (AFU) of all enrolled children as per schedule.
- Perform quality check of collected AFU data and involve program/MEAL team members in quality checking before sending to SCIBD Dhaka Office.
- Support SCIBD team to collect Sponsorship Retention and Marketing materials, such as case study, success story, contextual photographs and child focused impact videos as required.
- Work with SCIBD Sponsorship Team to organize child experience fun events in the community.
- Monitoring, Reporting and Record Keeping:
- Regular monitoring visit to identify field problems and take necessary action to solve them.
- Assist in developing monitoring tools and monitoring sponsorship activities when required.
- Review sponsorship related crucial problems, which are forwarded by field staff and take necessary steps to resolve them on priority basis.
- Monitor eligibility criteria of the enrolled/sponsored children as well as their participation in Sponsorship funded program activities.
- Prepare and share implementation progress report in a timely and qualitative manner.
- Assist/develop annual report for the Sponsorship within time limit.
- Review quarterly monitoring report and provide feedback to Project Office team.
- Ensure proper filing of documents, reports, letter and memo etc.
- Ensure SC policies and procedures for handling of correspondence (letters, packages, and cash) and for annual family update collection of enrolled children are strictly maintained.
- Keep liaison and maintain coordination with relevant staff, persons and stakeholders to ensure program benefit for the enrolled/sponsored children:
- Maintain close coordination with Sponsorship Program staff in project area to ensure that the Sponsored children participate and receive benefits from Sponsorship program activities.
- Keep continuous liaison with local leaders, slum Managers, Resource Centre Management Committee, school teachers, other NGOs, relevant stakeholders, other institutes within the program area to introduce/update Sponsorship Operations (Sponsor-Child Servicing) activities.
- Ensure that there is no discrimination in case of sponsored children with disability for participating in SCI programs.
- Motivate all school aged children (enrolled/sponsored) to attend the school.
- Visit occasionally Sponsorship program activities; share suggestions and comments for further improvement.
- Participate in all sponsorship related meetings as assigned by the supervisor.
- Technical Assistance:
- Orient community people about Sponsorship Operations activities.
- Provide continuous technical assistance to the Sponsorship Facilitators and Sponsorship Organizers (on-the-job training, coaching and mentoring when necessary).
- Support the team that accountability mechanism is in place for Sponsorship Operations activities; collect children’s opinion through FGDs, interviews or other method and prepare report.
- Seek technical support from Sponsorship Unit in Save the Children through Program Manager-ICDP.
- Assess needs for technical assistance through field visits and arrange/put forward request through supervisor for formal/informal training.
- Ensure and promote team spirit among the staff members and maintain gender sensitivity.
- General:
- Ensure adherence to SC- BdCO policies and procedures.
- Maintain communication with ICDP Management and SCIBD
- Any other tasks assigned by Supervisor and Sponsorship Operations team of SCIBD
- Ready to work to respond to any natural disaster or emergency situation anywhere in Bangladesh.
Employment Status: Regular (yearly renewable subject to the performance and fund availability)
Educational Requirements: Master’s degree, preferably in Social Science or equivalent.
Experience Requirements: At least 2 years of working experience, preferably in sponsorship management and in a supervisory position.
Additional Requirements
- Advanced knowledge on sponsorship management components and its inter-linkages, thorough knowledge on performance management
- Ability to multi-task, set priorities, and maintain positive attitude
- Excellent skills on process facilitation and coordination with high standard.
- Excellent inter-personal communication skills
- Good in listening and counselling
- Good presentation skills
- Excellent time management skills
- Good supportive supervision skills
- Good English communication (both verbal and written) and reporting skills
- Hands-on computer (MS Office) operating skills
- Accountable, Ambitious, Collaboration, Creative, Integrity in the job will be appreciable.
- Should abide by the Child Safeguarding Policy, Protection from Sexual Exploitation & Abuse (PSEA) and Gender
- Should be positive to work in team, to protect children in connection, to be non-discriminatory & gender sensitive and to be open & transparent
Job Location: Dhaka
Salary: Tk. 36,234- 40,000/- (Consolidated monthly salary)
Compensation & Other Benefits: Phone bill, Conveyance bill (actual), Weekly 2 holidays, Festive Bonus and unlimited learning opportunity.
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