Job Title: Programme and Sponsorship Coordinator
Organization: Plan International
Duty Station: Tororo, Uganda
Reports to: Programme Unit Manager
Founded 75 years ago, Plan International is one of the oldest and largest children’s development organizations (non-profit / INGOs) in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.
Job Summary: The Programme and Sponsorship Coordinator will be responsible for leading and managing the programme and building relationship activities in the Programme Unit. The incumbent is responsible for the delivery of the 10 sponsorship commitments for planning, budgeting, executing and reporting on all programmes/ projects and aligning them to Plan International Uganda’s Country Strategic Plan, purpose statement, values, policies, and procedures. The position holder is also responsible for effective people management and will deputise for the Programme Unit Manager for the smooth functioning of the Programme Unit.
Key Duties and Responsibilities:
Leads the teams at Programme Unit level and makes sure they understand and effectively work with sponsorship commitments 1-5 for effective execution of Plan International Uganda’s work at community level by:
- Ensuring that frontline staffs visit each Sponsored Child at least once a year and complete a home visit report.
- Making deliberate effort to target Sponsored Children and their families to benefit from Plan International Uganda programmes with specific emphasis on activities delivered by partners.
- Following up on children who have been reported as not healthy and/or not attending school and take appropriate action.
- Planning, budgeting and mobilising resources to ensure that every community where sponsored children live benefits from Plan International Uganda programme every year
- Using sponsorship data generated during home visits, annual interviews and consultations to inform programming.
- Overseeing that the frontline staff hold at least one meeting every year to inform families of Plan International Uganda’s programmes and invite them to participate in them.
- Leads the frontline and sponsorship staff to properly manage caseloads and enrol new sponsored children
- Supervises enrolments to ensure only eligible families are enrolled-house to house and that staff follow the localised enrolment criteria.
- Documents enrolment and other phase in and phase out processes.
Provides guidance to ensure that procedure regarding notification of a cancellation and verification are followed i.e.
- That all Sponsorship Children cancellations resulting from dual sponsorship and non-cooperation reasons are approved by the Country Director before they are processed.
- All cancellations are verified and those for relocation are followed up at least twice before being effected.
- All cancellation memos for assigned children are reviewed and signed before being sent to Sponsorship Support Manager for final review.
Delivers sponsorship commitments 6-10 by:
- Supervising frontline and sponsorship staff to deliver the Welcome Letter in 21 days, responses in 35 days, Sponsored Child Updates in 12 months and Farewell Letters at graduation.
- Following up on the delivery of the weekly 25% on communications by both frontline and sponsorship staff.
- Reviewing a sample of Sponsored Child Updates and Sponsored Child Introductions for accuracy and completeness, Sponsored Child letters for dialogue worthiness, authorship and appropriateness on a monthly basis.
- Verifying a sample of children reported to be absent from their communities
- Overseeing that sensitive gifts are delivered by the Community Development Facilitators (CDFs) and photos of Sponsored Child taken while receiving the gift.
- Coordinating National Office inquiries to ensure quality and timely response.
Overseeing that staff, sponsorship committees, children, their families and community members are properly trained and equipped to take care of 100% of sponsorship activities.
- Provides leadership in the production of area documents (Program Unit Overviews, Updates, Cancellation/graduation memo for sponsored children)
- Provides leadership in promoting programme and sponsorship alignment/ integration
- Participates in internal and external peer reviews.
- Prepares annual budget for the Programme Unit and regular budget review.
- Prepares and manages the Annual Plan to provide a good fit with the principles and pillars of Child Centred Community Development (CCCD) / Rights Based Programme (RBA) and is aligned to the global, regional and country priorities.
- Reviews and authorises project outlines to reflect good practice and value for money and approves within financial limits.
- Plans for quarterly reflections, project reporting and documentation and ensures action learning is on-going.
- Coordinates the preparation of community development plans/ area updates in the communities (parishes) in a highly participatory manner.
- Lobbies for inclusion of community development priorities in the sub-county development plans.
- Promotes and facilitates community leadership and active participation of stakeholders in project design and planning, in particular the participation of women, children, youth and other marginalised groups.
- Coordinates with local government to ensure Plan International Uganda’s targets and annual budgets are taken into account by the sub-county / district development plans.
- Coordinates project planning meetings with partners and key stakeholders.
- Conducts effective social mapping, wealth ranking and gender to identify and include the most marginalised and vulnerable segments of communities.
- Programme Implementation
- Supports achievement of the annual plans targets and objectives
- Oversees the effective application of CCCD as Plan International Uganda’s human rights-based approach
- Oversees implementation schedules as per the Annual Plan, and makes adjustments as needed.
- Reviews and authorises Project Outline modifications and Project Completion
- Reports as appropriate and within financial limits and in accordance to the Operations Manual.
- Monitoring and proper documentation of projects and country programmes
- Supports the Programme Unit Manager to plan and conduct baseline studies for all projects with clear indicators for monitoring progress.
- Supports the Programme Unit Manager to develop clear Monitoring & Evaluation plans for all projects.
- Monitors project progress reports, including SAP reports for informed decision-making.
- Conducts field monitoring, documentation and follow up on partners’ activities.
- Coordinates quarterly partner/stakeholder meetings to review progress and coordinate agreed upon action plans.
- Conducts regular field monitoring of programmes and projects, PO logs, Project Cost Control sheets, and takes appropriate corrective actions.
- Tracks grants implementation and ensures projects achieve targets and regular (quality) reports are submitted on schedule.
- Coordinates project evaluations and share findings and takes appropriate corrective actions.
- Contributes to Plan International Uganda’s Programme Quality Enhancement efforts by implementing actions at the Programme Unit level
- Grants and Local Resource Mobilisation
- Facilitates preparation of concept papers and grants proposals in line with the Country Strategic Plan.
- Tracks grants, reviews grants POs and consolidates grants reports to cope with the considerable increase in grants portfolio that calls for additional efforts in grant management.
- Provides leadership and support to local resource mobilisation initiatives within communities.
Partnership management for Local government and selected CSOs
- Coordinates key department heads in the district.
- Participates actively in the district budget conference meetings.
- Participates proactively in the review and planning meetings with community level structures and CSO partners.
- Manages partner project monitoring reports in relation to POs, filing and SAP requirements.
- Contributes to the appraisal and approval process of project proposals/plans of partners and ensure that funds for the approved plans are secured and disbursed on a timely basis
- Maintains good relations, planning and coordination between Plan International Uganda and other development partners in the district.
- Facilitates partners to carry out organisational self-assessments (OSAs)/due diligence, and support initiatives to develop partner capacity where required.
Advocacy and Development Education:
- Takes advantage of/creates opportunities for advocacy and lobbying on behalf of children.
- Develops the capacity of children/families to advocate and lobby on their own behalf.
- Contributes regularly to development education by documenting and producing relevant articles for production.
Human Resource Development / Public Relations
- Supports staff (supervisees) to develop clear individual accountability plans and facilitates quarterly and Annual Appraisal of staff performance.
- Coaches, mentors and counsels staff.
- Facilitates teamwork among staff by creating a conducive working environment and providing solid leadership and management.
- Represents the Programme Unit Manager in official meetings with the district/sub-county and civil society partners and other stake holders.
- Protects and promotes positive image through social responsibility and supporting the needy by virtue of Programme and Sponsorship Coordinator position.
- Observes Terms and Conditions of Employment and Code of Conduct
Dealing with Problems:
- Ability to rationalise and make quick decisions.
- Ability to prioritise work effectively for execution with limited resources.
- Trouble shooting on programmatic issues and able to fix them in consultation with Country Management Team (CMT) and Programme Support Team (PST) when needed
- Ability to fix inconsistence in sponsorship communications – ensure that Sponsorship inquiries are responded to and any unannounced sponsor visits are managed well.
- Managing staff issues at field level – e.g. staff conflicts, misconduct in accordance with T&Cs of service and be able to seek timely support from CMT.
Communications and Working Relationships:
- Facilitation, negotiation, motivation, team building and management skills
- Programme Unit Manager- Programme management and operational issues, delivery of sponsorship commitments, Human Resource Management (High).
- Other Programme Unit Managers and Programme-Sponsorship Coordinators– programme/sponsorship consultations and synergies (medium)
- CMT members- for policies issues and enforcement, fundraising, recruitments & appointments (Medium)
- Programme Operations Manager – programme management, annual plan implementation and operational issues (High contact )
- Sponsorship Support Manager- Delivery of sponsorship commitments (programme-sponsorship alignment), timeliness and quality of sponsorship communications (High Contact).
- Public Relations Manager – support on media involvement in Plan International Uganda interventions, and other communication related support (medium)
- Technical Specialists – Technical inputs to thematic programme issues (medium)
- Country Office Coordinators- Technical input on programmatic issues (Medium)
- Monitoring and Documentation Coordinators, – Programme reviews / reflections, evaluations, documentation of key lessons and best practices, compilation of reports (High)
- Programme Units staff – programme development ( design, implementation, monitoring / evaluations)
- Procurement and Administration Coordinators – seek project related administrative, logistics and procurements (Medium)
- Programme Finance Manager – Review of financial documents in relation to project outlines, financial reports (High)
- HR, - staff performances / appraisals, management of staff leaves, medical insurance and Group insurance (Low)
Qualifications, Skills and Experience:
- The applicant should hold a Bachelor’s degree in Social Sciences, Development Studies or other Humanities.
- At least three years’ experience in development work and supervisory role.
- Broad understanding and appreciation of regional and national development issues plus the local context.
- Better conceptualisation and application of child programming approaches especially CCCD.
- Excellent practical knowledge on rights based programming and human rights
- Previous experience in working through partnerships
- Excellent leadership skills
- Project management skills.
- Strong planning and organizational skills.
- Good facilitation and negotiation skills.
- Good administrative and communication skills.
- Good report writing skills
- Exhibit high level of integrity, honest and easily approachable
- Strong analytical and logical ability, works collaboratively, listening, communication and coaching skills
- High levels of humility and respect for others
- Results oriented and focused
- Self-initiative and team player
How to Apply:
All suitably qualified candidates should send their letters of application, together with updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history and send to:
The Country Human Resources Manager,
Email to: firstname.lastname@example.org.
Deadline: 22nd July, 2016
NB: Please consider your application unsuccessful in case you do not hear from us by 31st August 2016
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