The Assistant - Donor Correspondence Management provides support to the overall national sponsorship operation to function smoothly. The position supports the Coordinator - Donor Correspondence Management to ensure vetting, systemizing and dispatching of Sponsors letters & gifts. This position will also provide support to the overall national operation in terms of monitoring, follow ups and field reviews to ensure compliance with Sponsorship Standards.
Areas of Responsibility:
Facilitate the Sponsor-Child Relationship
- Process sponsor letters/gifts & BB Cards received from National Office (R-NO) within agreed timelines
- Translate sponsor letters
- Systemize sponsor letters/gifts & BB Cards in Sponsorship systems for tracking, monitoring and audit purposes
- Dispatch sponsor letters/gifts & BB Cards to ADPs/APs within agreed timelines
- Letters/gifts & BB Cards received from Sponsors are processed and dispatched to ADPs/APs on a timely basis for action completion, which will ensure sponsor satisfaction
Ensure Service Quality for the Wellbeing of Children, Families and Supporters-
- Screen all sponsor letters/gifts & BB Cards received to ensure any inappropriate items and messages are removed
- Ensure no sponsor contact details are shared with the child/family and/or community
- Conduct quality reviews on Reply Letters sent from ADPs/APs to sponsors
Facilitate the Sponsor-Child Relationship
- Act as the focal point to receive Sponsor Letters, Sponsor E Letters, and Gifts.
- Attend to all administrative requirements related to releasing sponsor letters and gifts from Sri Lanka Post / Sri Lanka Customs.
- Systemize sponsor letters, e-letters and gifts in Sponsorship systems for tracking, monitoring and audit purposes.
- Dispatch sponsor letters and gifts to “Assistants - Donor Correspondence Management”within agreed timelines.
- Look for “Missing ID’s” of children whose ID is not mentioned in letter/gift packs.
- Collect all Cash Gifts received through Sponsor Letters and handover to the Department Manager/Finance Department for proper use.
Process Birthday Bounce Cards
- Act as the focal point to receive BB cards.
- Attend to all administrative requirements related to releasing BB cards from Sri Lanka Post / Sri Lanka Customs.
- Systemize BB Cards in Sponsorship systems for tracking, monitoring and audit purposes
- Dispatch BB Cards with letters/gifts to “Assistants”.
- Donor Correspondence Management” within agreed timelines for further actions.
Record Keeping and Reporting
- Maintain expected reports at National Office.
- Send system exported reports, tracking sheets to ADPs/APs for monitoring and follow ups.
- Maintain tracking sheets accordingly.
- Respond to Sponsor Queries related to Sponsor Letters/Gifts and BB cards.
- Produce regular management reports as required by Sponsorship Coordinator & AP, Zonal, and National Management.
Local and International Courier
- Plan local and international courier deliveries to ensure timely pickups and delivery from/to NO, ADPs and SOs & maintain required tracking sheets/records
- Ensure all procurement related requirements are completed on a timely manner
Field engagement, progress monitoring ,capacity building & self development
- Engage with field offices, plan field visits, review compliance with sponsorship standards, track, monitor & follow up to ensure timely dispatch of quality sponsor letters ensuring performance targets are achieved
- Assist in Sponsorship Risk Assessment Programme & ensure sponsorship reviews are conducted, while giving the fullest support to the field offices in managing the workloads in the event of staff shortage/absences
- Contribute to ongoing reflections & learnings, engage in personal learning & development and contribute effectively in achieving goals & objectives of Sponsorship Program Operations
Educational Background:
A university degree/College Diploma
Skills/Experience:
- At least 2 years’ experience in World Vision or similar agencies is an advantage.
- Strong computer skills including, Word, Excel and PowerPoint
- Creative and able to apply innovative thinking & problem solving skills
- Strong facilitation skills, including catalysing, connecting and building the capacity of staff.
- Good interpersonal skill and cross-cultural sensitivity, abilities to work as a team.
- Effective written and oral communication skills in English & Sinhala and/or Tamil
- Committed to World Vision core values & Mission statement.
- Willingness to be flexible with hours when necessary and able to travel f(10% of the time)
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 30 2018
Active Until:
Oct 30 2018
Hiring Organization:
World Vision
industry:
Nonprofit