Sponsorship Service Department Officer
Position Circumstances
- Career Category: Community Development, Educate/Train/Teaching, Social Work
- Schedule:Full-time
- Salary: Based on Experience
Location: Head Office
Duties & Responsibilities:
- Program Administrative Task (10%)
- Collaborate with the sponsorship team of Head Office to review sponsorship service printing materials — flyers, Information Education and Communication (IEC) materials, GM/GL/C forms, banners, and billboards — before sending to all concerned CDPs.
- Ensure all shipping documents of GM/GL/C, ACL, and Sponsorship Introduction Card are safely received and sent, with supporting evidence.
- Follow up on GM/GL/C implementation at CDP level and submit to HO.
- Ensure GM/GL/C for the project by working with SSFs and project staff to deliver gift items to sponsored children and send back the child reply letter and gift money package to IHQ within the required time.
- Sponsorship Coordination (15%)
- Coordinate to respond to queries from IHQ or the sponsorship service team.
- Coordinate with SSFs to gather accurate information and produce a query-response report to submit to the sponsorship service program coordinator.
- Equip SSFs with the capacity to process the two special mailings (Annual Progress Report [APR] and Annual Child Letter [ACL]) with quality and within the set deadline.
- Coordinate the provision of training on updated guidelines for GM/GL/C, APR, ACL, and CMS Plus.
- Ensure GM/GL/C operations and submissions are completed within the submission due date.
- Ensure GM budget execution is well tracked and managed at both CDP and SSD-HO level.
- Sponsorship Communication (5%)
- Ensure good and smooth communication between SSFs, SSA, and CVs to achieve effective sponsorship business implementation and system operation.
- Ensure sponsorship documents are well transported between HO and CDPs to avoid loss or disappearance without notice.
- Ensure sponsorship documents are well-organized and tracked through a clear log-in/log-out system to maintain accountability.
- Staff Capacity Building (20%)
- Design the CMS Plus (Mobile App) training curriculum and training tools to ensure all SSFs and CMs receive quality training.
- Provide CMS Plus (Mobile App Operation) training to all SSFs and CMs to support their professional development in SSD work, along with ongoing support, feedback, and coaching to ensure alignment with CMS Plus manuals and guidelines.
- Conduct SSD Workshops on ACL and APR twice a year for all CDPs to ensure proper implementation of SSD special events, budget execution, and CMS Plus operations.
- Conduct semi-annual and annual monitoring/coaching to build SSFs' and CVs' capacity and ensure professional application of skills.
- Technical Tasks Operation (30%)
- Collaborate with the sponsorship team of Head Office on project design and proposal development.
- Coordinate with project staff to develop the project's annual plan of action and budget and revise the plan when necessary.
- Coordinate implementation of the annual plan to ensure all programs operate smoothly and achieve project goals and objectives.
- Initiate and lead Sponsorship Service staff at CDPs to develop tools and business processes, ensuring all sponsored and non-sponsored children in the field are visited three times per year (two special visits for APR & ACL, one routine visit), with information collected according to plan.
- Coordinate and respond to general and special cases involving children through CHS and special case guidelines.
- Maintain smooth sponsorship routine work, including new child intake, annual child letters, annual progress reports, gift campaigns, home visits, provided services, and medical health check-ups.
- Collaborate with the team to build the capacity of Sponsorship Service Facilitators (SSFs) in processing sponsorship technical operations.
- Generate reports on child case management and annual child sponsorship statistics to submit to the SSD Manager.
- Monitoring and Evaluation (20%)
- Ensure the monthly GM/GL/C target list is regularly downloaded and shared with all concerned CDPs to verify GM budget against FRR for accuracy.
- Ensure internal monitoring is conducted twice within CDPs to improve sponsorship task implementation, with follow-up actions taken by respective SSFs and CDP managers.
- Ensure GM/GL/C, NCI, ACL, APR, Dropout, Home Visit, Provided Service, and Medical Health Check-Up KPI reports are produced and submitted to the SSD Manager.
- Ensure the Sponsorship Service logical framework Indicator Tracking Table (ITT) is well tracked and contributes to sponsorship service goals.
- Conduct an internal annual sponsorship evaluation once a year and produce an internal evaluation report for the SSD Manager, with clear and specific interpretation of tables, figures, and information.
- Other Duties
- Perform other duties as assigned by the line manager or senior management.
Benefits:
- Competitive salary based on the candidate’s qualifications and experience.
- 13th-month salary
- Seniority fund
- Health, life, and 24-hour accident insurance
- Phone card allowance
Expected Profile of Candidates
Languages:
- English - Good
- Khmer - Good
Qualifications:
- Bachelor's Degree in Management or social work or English literature.
Work History:
- Related field of sponsorship work, child protection, or related programs. for 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Experienced in child management system (CMS) operation and training delivery.
- Experienced working with NGOs, INGOs, community development projects, or development programs is preferred.
- Strong coordination, planning, and organizational skills.
- Ability to gather and analyses statistical data and generate quality reports.
- Good facilitation, communication, and interpersonal skills.
- Ability to work independently and collaboratively with diverse stakeholders.
- Strong problem-solving and time-management skills.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams) and data management tools.
Soft Skills
- Commitment to community development and organizational values.
- Proactive, flexible, and willing to travel frequently to project locations.
- Strong teamwork, integrity, accountability, and willing to learn.
