Sponsor Relations Field Officer at Children International Zambia

Position: Sponsor Relations Field Officer

Reporting To: Sponsor Relations Manager

Contract Type: Fixed-Term

Location: Lusaka-Chibolya Service Area Centre

Apply By: 18th November 2019

ROLE SUMMARY

The incumbent of this role is responsible for implementing, monitoring and evaluating (with minimum supervision) the sponsorship program and the sponsorship relations requirements for a specified number of sponsored children within a given area of responsibility. He/she will also participate in program planning. Ensures timely and full (100% of benefits and requirements) and effective implementation, administration, delivery and completion of program benefits.

RESPONSIBILITIES:

1. Child Registration

• Conduct meetings with volunteer area leaders to orient and coordinate plans.
• Conduct home visits to prospective families and accomplish interview with child and parents to gather child registration data.  Schedule meeting for photo-taking and weighing and measuring.
• Take photos
• Conduct initial orientation regarding the sponsorship program.
• Submit accomplished Family Records and photos to SOA Main Office

2. Participation Letter

• Meet with volunteer area leaders to orient them about the letter-writing process and expectations.
• Conduct general assembly meetings to orient sponsored families on letter-writing process and schedules.
• Supervise letter-writing sessions at appointed venue and schedule.
• Submit Participation Letters to SOA Main Office.
• Conduct home visit to non-compliant sponsored children.  Investigate, conduct counseling, or request for dropping, whichever is necessary.
• Accomplish and submit balances

3. Participation Photo

• Conduct meetings with Volunteer Area Leaders to orient them about the photo-taking process.
• Conduct general assembly meetings to orient sponsored families on photo-taking process and schedules.
• Coordinate schedule and appointed venue for photo-taking sessions.
• Conduct home visit to non-compliant sponsored families.  Investigate, conduct counseling, or request for dropping, whichever is necessary.
• Accomplish and submit balances.

4. Family Record Updates

• Schedule/inform sponsored families regarding Family Record update.
• Review and sign Family Record for submission to head office.
• Conduct home visit for families who are unable to comply with schedule
• Submit and log updated Family Records to SOA Main Office
• Conduct counseling for non-compliant sponsored children/youth or request for drop, if applicable.
• Accomplish Family Record update for balances (final round).

5. Sponsor’s Visits

• Accomplish and submit updated Family Record.
• Inform child on scheduled sponsors visit to update FR and orient parents & child on rules of the visit.
• Conduct sponsor visit..
• Ensure that visit policies are observed.
• Submit photos of the visit and thank you letter of the child.

6. Memos

• Receive inquiry memo, schedule meeting with sponsored family and ask information about the inquiry / perform needs assessment.
• Schedule and supervise purchase or shopping if applicable.
• Submit thank you letter or cards, photos, receipts, gift donation report.

7. Sponsor’s Correspondence

• Maintain master list of all correspondences.
• Supervise and assist writing of child’s reply.
• Collect and review letter of the sponsored child.
• Submit reply letters to Central Office.
• Conduct home visit to non-compliant sponsored children.  Investigate, conduct counseling, or request for dropping, whichever is necessary.
• Accomplish and submit balances

8. Welcome Letters

• Home visit newly field notified children. Schedule meeting with newly field notified children and parents at Service Area Center.  Accomplish drop request, when necessary (i.e. child moved).
• Conduct orientation regarding the sponsorship program.  Issue Benefit / ID Card.
• Supervise writing of personalized Welcome Letter.  Collect and review quality of Welcome Letter.
• Conduct home visit to non-compliant sponsored child.  Investigate, conduct counseling, or request for dropping, whichever is necessary.
• Submit accomplished Welcome Letters to Central Office.

9. Child Drops

• Home visit sponsored families for dropping as reported by area leaders to validate and confirm status/presence of sponsored child.  Conduct counseling, when appropriate.
• Accomplish the Drop Requests Forms of the sponsored child to be dropped.
• Submit Drop Request Form, with appropriate supporting documents, to Central Office for appropriate approval by department managers.

10. Other activities

• On set schedules, evaluate the program, services and material benefits together with identified volunteers and parents and recommend changes as necessary.
• Maintain required program files and records such as: Newly Field Notified, Drop List and Family Record Consent Form, Benefit Distribution Lists and others.
• Perform other related duties as maybe assigned by supervisor

QUALIFICATIONS AND EXPERIENCE

• Full Grade 12 School Certificate.
• Diploma or higher in Social Work/Development Studies or equivalent
• Minimum two (2) years’ experience working in an International NGO preferably in a charity/developmental NGO
• Computer literate and should be able to use word, excel and internet- a must.
• Experience working with children and the community at community level (field work)

TECHNICAL AND BEHAVIOURAL COMPETENCIES

• Must be very fluent in English
• Experience working in a similar position/environment
• Must possess good analytical skills, accuracy and particular attention to detail.
• Must have good organizational skills and must be able to work in a very busy environment.
• Must be a self-starter and a team player.
• Must have good communication and interpersonal skills

.