WVV AP Sponsorship Facilitator

Sponsorship service operations

• Monthly/quarterly/annual plans on Sponsorship Service Operations (SSO) are made and implemented under supervision of the ADP Manager.
• Good relations between sponsors and Registered Children (RC) are maintained through routine mailing communication between sponsors and RC.
• Correspondences are checked for consistency and completeness as well as updated into Sponsorship Tracking Enhancement Program (Step) and mailed out to sponsor (S_SPO) or National Office (NO) as required by the Sponsorship Standards.
• Special mailings, i.e. New Year Card, Annual Progress Report, etc are processed in a timely manner in coordination with the Sponsorship volunteer network, progress is tracked in Step and products are mailed to sponsor/Support Officer (SO) as requirements
• Sponsor’s visits are arranged and the visit reports are made in English.
• Gift Notifications (GN), if applicable, are handled and the “Thank You” letters are translated into English and sent to sponsor/SO in a timely manner.
• The Support Office/ Sponsor’s requests are processed in a timely manner in accordance with SSO policies.
• Child data and other sponsorship documents (both electronic and hard copies) as well as their relevant back-up copies are maintained systematically in a safe place.

Sponsorship programming and child monitoring

• RC are selected as per the ADP’s child selection criteria which is formulated with regards to the Sponsorship Standard, national and local context.
• The planned number of RC which is agreed with the support office is maintained by timely processing new growth, replacement and reactivation.
• Child Histories and Child Digital Images are processed and doubled-checked before entering into Step and sending to SO via weekly data files (diskettes) and CPI transfer.
• RCs’ data are updated into Step in a timely manner and in accordance to the Child Sponsorship Standards.
• Child Monitoring plan is made annually in consultation with SSO Cluster officer.
• The Child Monitoring process is maintained in accordance to the CMS.
• At least one home visit to each registered child per year is ensured by ADP staff or sponsorship volunteers network or hamlet facilitators network;
• The well-being status of RC is monitored, documented and reflected regularly in periodic reflections meetings of the ADP team in collaboration with other ADP staff, the sponsorship volunteers network and hamlet facilitators network other ADP staff;
• Health, education and child protection of children in target areas of the ADP are monitored and appropriate follow-up actions are taken as part of the programme’s interventions.
• RC, their families and communities are intentionally included in the ADP’s programming interventions, transformational development; their benefit, participation are tracked.
• The presence and well-being related information of the RC is required to be updated into Step and a summarized report is to be submitted to ADP manager/SSO Cluster officer after each CM cycle.
• Weekly discrepancies are researched and resolved based on advices from SSO
• System reconciliation is performed twice per fiscal year.

Community awareness and training

• The sponsorship volunteer network is established and managed at the target communes of the ADP with close coordination between schools (teachers volunteers network) and community settings (hamlet facilitators network) at village and commune levels ;
• Orientation and training are provided to sponsorship volunteers, hamlet facilitators and other related local partners;
• Meetings with RC’s parents and community local people are conducted semi-annually at village/commune levels, in cooperation with the sponsorship volunteer network, hamlet facilitators to raise the awareness of WV’s sponsorship, update the ADP’s programming interventions, their progress and accomplishments in community;
• The sponsorship orientation materials (adapted with local context as possible) are distributed to all RC’s parents and non-RC’s parents;
• In collaboration with other ADP team members, sponsorship network and National Communicator(s), stories about RC and their families documenting significant changes in their life, achievements, best practices and learning experiences are compiled for WV publications and shared within the Partnership.
• In collaboration with SSO Cluster Support Staff in NO, contextualized new initiatives introduced by the Partnership Office are implemented in an effective and timely manner.