Sponsorship Operations Assistant

Save the Children’s vision is a world in which every child attains the right to survival, protection, development and participation. 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 implements programs in the key thematic areas: Education, Health and Nutrition, Child Protection, Child Rights and Governance, Child Poverty, Disaster Risk Reduction (DRR) and Emergency Response. At present, Vietnam Country Office has programs in 20 out of 63 provinces in Vietnam.

Save the Children in Vietnam continues to develop innovative programming that reflects the overall strategic goal of measurably improving the survival, health, protection and development of Vietnam’s poorest children by strengthening the capacity of women and children, caring adults, communities and partner organizations.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

Child Safeguarding positioning statement:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

We are looking for Vietnamese national for:

• Vacancy: Sponsorship Operations Assistant
• Location: Hanoi

MAIN RESPONSIBILITIES

KEY AREAS OF ACCOUNTABILITY:

Essential duties and responsibilities include the following but not limited. Other duties that are in line with relevant skills, experience and role may be assigned by Line Manager and SMT’s members.

KEY AREAS OF ACCOUNTABILITY

Essential duties and responsibilities include the following but not limited. Other duties that are in line with relevant skills, experience and role may be assigned by Line Manager and SMT’s members.

1) Sponsor Servicing and Retention:

• Support Sponsorship Team in communicating with Save the Children field staff in Vietnam, partners and community volunteers to deliver and collect correspondence between sponsors and sponsored children;
• Check and translate correspondence between sponsored children and sponsors (letters, post cards and email messages) and take responsibility of the precision of the translation and compliance with Sponsorship Policies and Procedures and Save the Children’s Child Safeguarding Policy;
• Track correspondence status and strictly follow the deadlines for routine correspondence
• Liaise with Data Management Officer to update and report status of correspondences in ASISt
• Collect inputs for sponsorship communication materials following the annual communications plan e.g. photos and field information and support design and production of the materials;
• Manage volunteers/interns/casual labours in translation of correspondences and program documents;
• Maintain frequent communication with SC members’ focal points to manage workflow;
• Respond to sponsors’ inquiries and support sponsor visits.

2) Child Information Management, Eligibility & Program Participation:
Participate in and support Field Offices in child enrolment, frequent child eligibility check, Mid Year Eligibility Check and Annual Family Update, including photo shooting and collection of child information and correspondence; Ensure quantity, timing and quality of letters and photos collected.
Work with field staff to monitor child participation in sponsorship-funded programs;

3) General Program Communications:

• Collaborate with all Sponsorship Team, particularly in Field Office to collect information and develop communication materials for the programs (written pieces, photos, videos on internal (OneNet, Save the Children Wordpress, Save the Children facebook, in-country newspaper, websites, forums, television, radio and other medias, particularly local medias;
• Ensure that regular communication materials between sponsors and children are reviewed and of high quality;
• Support Sponsorship Team in program visibility and communications
• Support Sponsorship Operations Coordinator in preparation of Annual Status Report

4) Operation and Compliances:

• Participate in development and update of In-country Sponsorship Procedures; Following Sponsorship Policies and Procedure Manual and In-country Sponsorship Operations Procedures and Save the Children’s Child Safeguarding Policies;
• With Sponsorship Operations Team, ensure good rating in the in Sponsorship Operations Rating Grid and Checklist, especially correspondences, photos, marketing materials, and communication with members.
• Maintain manual and e-child profile filing including application, photos, correspondences, AFU, etc. in Hanoi Office and support filing child profile in Field Offices;
• Provide daily support for new staff in Sponsorship Operations;
• Support field staff in training, co-ordinate and manage Community Volunteers, organize sponsorship orientation for partners, community members, parents, teachers and children.
• Provide logistics support for preparation and payment of subgrants and other procurement in Sponsorship Program.
• Attend all Sponsorship operations team meetings and monthly Sponsorship staff meetings.

5) Back-up Plan:

• Back up for same position holders in all functions;
• Back up for Sponsorship Operations Coordinator, Communications Assistant, Sponsorship Assistants in Child Eligibility Track, Orientation for Field Staff and communication with Field staff; orientation for Community Volunteers and community members including parents, teachers and children, downstream and correspondence process (export data, update tracker, filing, translation, mailing and updating);
• Back up for Sponsorship Operations Coordinator/Communications Assistant in key communications with SC/US (Global Sponsorship Operations, Marketing, and Sponsors Service Unit), and SC/Italy (Marketing, and Sponsors Service Unit), and responding to urgent requests on sponsor correspondences, other retention materials and sponsor queries.

6) Development Plan:

• Result-orientation skills;
• Need to be excellent in Sponsor Servicing and Retention; Working experience in other function of Sponsorship Operations;

QUALIFICATIONS AND EXPERIENCE

Essential

• University degree in social science, development studies, business administration, or a related field;
• Good organization, communication and facilitation skills;
• Experience with government counterparts and community-based programs;
• Computer literate with strong computer skills in MS Office and other communications applications;
• Good written and oral communication in both Vietnamese and English;
• Willing to travel to the field.

Desirable

• Experience in communications including taking photos, writing and development of communication materials.
• Field-based working experience with ethnic minorities

APPLICATION PACKAGE:

All application packages must be submitted via
https://stcuk.taleo.net/careersection/ex/jobdetail.ftl?job=190004PJ&tz=G...

The closing date for application is 5pm on 22 December 2019. Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.

Save the Children is an equal opportunities employer. Our selection processes reflect our commitment to the protection of children from abuse, and our people are as diverse as the challenge we face. We welcome applications from all qualified candidates, regardless of age, disability, HIV/AIDS status, race, national origin, religion, or sexual orientation.