Child Sponsorship Correspondence Assistant

Processing Sponsor Correspondences

• Process incoming sponsor correspondences to children on a daily basis before dispatch to APs within the approved procedures (Softcopy Batch sheets sent to ADPs in time)
• Sort, record World Vision staff mails enclosed in sponsor mails and submit to Office Assistants for distribution.
• Provide to National Office, and AP/Cluster synthesised and analysed daily and weekly tracking reports on sponsor mails and parcels.
• Compile lists for mails and parcels received in the National office but have no child identities or names

Correspondence Accountability

• Ensure accountability for children’s gift items by recording and submitting Money Orders and cheques enclosed to Child Sponsorship Operations Coordinator.
• Monitor and track reconcile correspondences in compliance with Sponsorship standards periodically
• Keep documentation of damaged sponsor mails/parcels and return to sender mails for reference and trend analysis purposes.
• Document both money order and cheques enclosed in child correspondences and post them back to respective support offices for further action
• Coordinate with CSSA in Cluster to document and share of significant Success Stories on the impact of Correspondence on RC lives and families on Quarterly basis

Data Entry and Analysis

• Enter all correspondences ( E letters, Parcels, Mails and Cards )into Horizon SSUI system in time
• Analyze national office Horizon correspondence reports and share the analysis of their adherence to correspondence standards and business procedures with CSOC
• Compile and analyse all incoming correspondences for national Office on weekly, monthly, quarterly, bi-annually, and yearly to establish the number of parcels, letter, and E-letter received within the quarter and year and the number responded to.
• Compile and analyze return to sender mails per ADP /Support office and establish major reason why they are returned
• Analyze the total amount of money spent on internal /external courier services; and pre-paid postage mails per cluster and support offices on a monthly and yearly basis.

Child Protection

• Carefully remove sponsor addresses during mail processing activities and keep them under safe custody.
• Systematically scan all correspondences to prevent harmful materials and contents from having negative effect on the holistic growth and development of children
• Maintain confidentiality of sponsors addresses by safeguarding sponsors address from unauthorized persons and burning the labels under discrete
• coordinate all SOI exceptional issues within National Office and work with clusters to ensure they are followed up and closed
• Ensure proper and timely disposal of all removed sponsor addresses and inappropriate materials sent to child.

Courier and Postage Management

• Coordinate with courier service providers like DHL and EMS to ensure all courier bound mails and other mails delivered at national office are taken for postage
• Prepare and attach supporting documents of prepaid postage bills for national office and forward the same to the supervisor for review on weekly /bi-weekly basis.
• Ensure all postage from field offices and clusters are compiled together for preparing prepaid postage on a monthly basis.
• Ensure all Supporting documents for postage done in the field offices are scanned and soft copies submitted to national office within the week of postage.
• Process advance payment & vehicle request; and coordinate with Posta Uganda to ensure that children parcels are picked on a weekly /bi-weekly basis.
• Pack all processed correspondences into M-bags; weigh and prepare courier dispatch documents before contacting EMS courier service contact person to pick-up mails.
• Ensure timely delivery of processed mails by sending alert e-mails and calling respective sponsorship field staff within 24 hours after EMS courier dispatch.
• Receive, truck and acknowledge all delivered correspondences/items (mails, parcels and Cards) from Post Office or World Vision.
• Liaise with courier service providers to ensure timely dispatch of correspondences to the field and support offices

Reporting

• Prepare and submit to Child Sponsorship Operations Coordinator, weekly and monthly analysed correspondences reports
• Prepare and submit quarterly correspondence status analysis report to CSOC (Received, Closed within and beyond standards, challenges and recommendations to change the picture.)
• Maintain ongoing communication with field sponsorship teams and sponsorship coordinators on all issues that are likely to affect correspondence performance /sponsor commitment.
• Document and share good practises in correspondence management