Data Collectors to Work with Sponsorship Team on the Annual Family Update Campaign in Lao Cai Province

Child Sponsorship Program

Hiring 08 individual data collectors to work with Sponsorship team on the Annual Family Update campaign in Lao Cai province

Background on Save the Children

Save the Children (SC) is the leading independent global organization for children. Our organization was founded in 1919 and we are working in 120 countries around the world. Our mission is to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. Save the Children started our work in Vietnam in 1990, and we have since expanded our programs to include six key program areas: Education, Health and Nutrition, Child Protection, Child Rights Governance, Child Poverty, Disaster Risk Reduction and Emergency Response. We now cover 22 provinces across the country with offices in Hanoi, Hai Phong, Lao Cai, Da Nang, and Ho Chi Minh City. We have more than 150 staff with a wide range of technical expertise and program management qualification. In the implementation of our programs, we work in partnership with government agencies, civil society organizations, the private sector, academic and research institutions.

Background information/context

In 2013, Lao Cai province was chosen to be the impact area of Save the Children’s Child-centered Community Development Program (or Sponsorship Program). The goal of the program is to ensure that disadvantaged children are able to develop to their full potential by providing quality and sustainable services on care and education for children, families and communities. The program consists of 5 core components – Early Child Care and Development (ECCD), Basic Education (BE), School Health and Nutrition (SHN), Adolescent Development (AD), and Child Protection (CP). The program is currently being implemented in 5 districts of Lao Cai province, namely Bat Xat, Bao Thang, Bao Yen, Van Ban and Muong Khuong.

The Sponsorship Program in Lao Cai is funded from generous sponsors and donors from all over the world, whose data is managed by Save the Children US, Save the Children Italy, and Save the Children Hong Kong.  The program associates a sponsor with a child beneficiary; every year, the sponsor receives updates from the child. Each update includes a portrait photo and the most current information about the child, which create a personal relationship between the sponsor and the child. In order to create and manage this update, the Sponsorship Team has to conduct the Annual Family Update (AFU) Campaign, which involves short-interviewing and collecting information from children in more than 430 school sites from the aforementioned 5 districts. Our school sites include kindergartens, primary schools and secondary schools. The campaign is expected to take place from February 21 to April 12, 2021 (around 8 weeks).

Due to the large number of children in Bao Yen and Bao Thang districts, Sponsorship Program requires assistance from external data collectors so the AFU Campaign deadline can be met. This Terms of Reference is developed for the hiring of 8 individual data collectors to work closely with the Sponsorship team during the AFU campaign in project schools in the aforementioned districts.


The data collectors will assist the Sponsorship team to conduct the Annual Family Update campaign in the project schools in Bao Thang and Bao Yen district by interviewing children in the project schools and entering collected data into the Electronic Data Collection (EDC) application, among other logistic tasks, to ensure that the campaign meets its required KPIs.

Location and official travel involved

  • Location: Bao Thang and Bao Yen districts
  • Duration: March 13 to April 6 (see detailed schedule in the timeline)
  • Working hours: 8:00 am to 5:00 pm (Monday to Friday).
  • Travelling: Travelling schedule and vehicles will be managed and paid by Save the Children. The data collectors will always be accompanied by Sponsorship staff and not be required to travel to other locations. Travel during weekends may be required.

Services the Supplier will provide

The data collectors will assist Save the Children with the following tasks during the AFU campaign:

  • Interview children individually using a pre-determined question list.
    • Children’s answers will be manually recorded into the Electronic Data Collection application (EDC). All required fields in the EDC must be filled correctly. The EDC app is in English.
    • Interview questions include: Child’s school name and grade; personality; favourite subject; favourite game; daily activity; career dream; update on family member (if needed); update in home address (if needed).
    • Before working in the target districts in Lao Cai, the data collectors are required to participate in some training sessions to obtain the interview skills, basic knowledge of how to work with ethnic minority children, and how to use the EDC application, as well as key Save the Children’s policies. The data collectors will be provided with all necessary equipment and training to conduct the interviews and collect children’s data.
  • Organize games and break-the-ice sessions for children with Save the Children staff.
  • Assist Save the Children to distribute gifts to children.
  • Assist Save the Children to collect children’s feedback.
  • Other logistics task (if required).

Experience and skill set required

  • Be able to commit to the full schedule, including training and field work
  • Students or graduates from university or college with English major
  • Good computing skills (being able to use Microsoft Office, familiar with online storage sites like Sharepoint, Google Drive, etc.)
  • Knowledge and familiarity with Lao Cai province
  • Basic knowledge of one of the following ethnic minority languages (Hmong, Dao, Tay, Nung, Giay) is a plus
  • Experience in providing similar services is a plus
  • Experience working with children (experience working in a multi-cultural environment with ethnic minority children) is a plus

Note: Given the current COVID-19 situation when the local authorities and partners are applying restrictions over people from other provinces traveling into the project sites as well as logistics involved, we request that the data collectors currently reside in Lao Cai city.

Expected Deliverables  

Each of the data collectors is expected to:

  • Complete the interviews and upload the data of approximately 450-550 children onto Save the Children’s sharepoint folder. In case of some special circumstances or arrangements, a lower number of the completed data can be accepted based on the verification and approval by Save the Children.
  • Review and adjust the data collected in the EDC app if any error occurs.  The data uploaded will be reviewed by the ASISt staff for signing off.
  • Keep and submit a detailed work diary to Save the Children. This will be cross-checked by ASISt staff and accompanying field staff and used to evaluate the service provided.


Estimated Commencement Date: March 4, 2022

Estimated End Date: April 6, 2022

Estimated number of working days: 13 days (excluding travelling on Saturdays and Sundays to communes)

Estimated number of training (for the EDC app) days: 2 days (detailed below)




Format and style

In charge

Expected date required


Introduction for data collectors on Save the Children’s policies

  • Safeguarding
  • Fraud
  • Data Protection
  • Safety and Security

Online meeting/ Face-to-face meeting

Policy focal points

March 4


Training for data collectors

Comprehensive training for the data collectors on:

  • How to use the EDC
  • Practice using the EDC
  • Gender and AFU
  • Child experience, including interview skills and working with ethnic minority children

Online meeting & Face-to-face meeting

ASISt focal points/ Sponsorship Operations Coordinator/Officer

March 7


Refresher training for data collectors

Refresher training for the data collectors on how to use the EDC

Online meeting & Face-to-face meeting

ASISt focal points/ Sponsorship Operation Officer

March 11


Conduct AFU campaign in Lao Cai province


Assisting the Sponsorship team with interviewing children and inputting updated information into the EDC; organizing games for children; assisting in gift distribution, collecting children’s feedback and other logistics tasks


Field Sponsorship Operations staff/ASISt focal points (run reports)

Bao Yen: 13-18/3/2022 and 27/3-1/4/2022


Bao Thang: 4/4 - 6/4/2022


The data collectors’ work quantity and quality will be evaluated and signed off by Sponsorship field staff and ASISt staff after each working day using EDC app reports and work diaries.

General assumptions and dependencies

Reporting line: Nguyen Thi Linh Van (Sponsorship Operations Coordinator) and directly working with Sponsorship staff who take part in the AFU campaign in Lao Cai.

Quotation should according to the detailed below:

Lump sum payments will be made to the data collectors, inclusive of all costs and expenses, including subsistence and accommodation.






Fee for data collectors


For working days only (Bao Yen: 14-18/3/2022 and 28/3 – 1/4/2022; Bao Thang: 4-6/4/2022)




For the data collection trips in Bao Yen during 13-18/3/2022 and 27/3-1/4/2022 (10 nights)




Training in Lao Cai office: 2 days (7/3 and 11/3/2022)

Bao Yen: 12 days (13-18/3 and 27/3-1/4/2022)

Bao Thang: 3 days (4/4 - 6/4/2022)

* Note: Data collector will travel by car provided by SC.

How to apply for the services

The candidate should submit a financial proposal and CV through this email address: [email protected].  Selection will be made based on the quality of CV, competitive consultancy fee and the candidate’s relevant work experiences.

Note: At time of payment, SC will withdraw personal income tax as per current Vietnamese Tax Law.

The deadline for responses is: 05 February , 2022.

Terms of Reference (Vietnamese)

Job Details
Organisation Name: 
Save the Children
Application Deadline: 
Sat, 2022-02-05