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TEAM/PROGRAMME: Sponsorship Operations
LOCATION: Hanoi office
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
The Sponsorship Database Officer will administer the sponsorship database (ASISt) and be responsible for overseeing data collection, data entry, data quality, data maintenance and disaster recovery processes.
• Liaison with Sponsorship centre at SCUS headquarters on issues related to sponsorship technology, data related to sponsorships and best practices
• Liaison with local IT team on managing ASISt server and workstations
• Ensure that sponsorship operational requirements are met as defined by the Policy and field staff/partners receive training on sponsorship operation and data management
• Ensure no downtime or minimal downtime of ASISt with a solid disaster recovery plan
SCOPE OF ROLE:
• Reports to: Sponsorship Manager
• Dotted line report to: Assoc Director, Donor Management System, Sponsorship, IT
• Staff reporting to this post: ASISt Assistant
• Role Dimensions: Work closely with Sponsorship team in Hanoi and Lao Cai offices, ICT Coordinator, MEAL Officer and others when needed.
Budget Responsibilities: None
KEY AREAS OF ACCOUNTABILITY:
1. Administration of ASISt (Automated Sponsorship Information System)
• Perform ASISt administration functions including server and client configuration in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Manage system security and user security in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Plan and execute disaster recovery of ASISt and other sponsorship related work on the local network
• Manage ASISt in a way so it operates to its maximum capacity for the smooth operation of day to day sponsorship activities
2. Lead Data Collection campaigns:
• Plan and execute New Enrollment campaign, Annual Family Update campaign, Mid-year Eligibility Check and PAL campaign
• Facilitate electronic data collection for New Enrollment and Annual Family Updates (AFU)
• Train field staff/partner staff on data/photo collection ensuring the quality check at partner/field level
• Ensure 100% data and photos collected are input/imported into ASISt within the timeline
4. Communication and coordination with main ASISt database in the United States
• Process downstream and carryout subsequent processes within the given timeline
• Create and submit upstream to SCUS headquarters following the guidelines and maintaining the quality of data and photo
• Maintain data integrity between SCUS headquarter ASISt, (CO) ASISt, and field office/partner organizations
• Liaison with the SCUS headquarter ASISt team in troubleshooting issues, maintaining quality and requesting when help is needed
• Provide technical support to field staff/partner NGOs
• Train and build capacity of field staff/partner NGOs on sponsorship operation, data collection, correspondence management, 30 day mailing collection, tracking and reporting of progress
• Provide training to relevant staff on ASISt and develop backup
• Manage and oversee other types of data input into ASISt, e.g., sponsor to child correspondence, child ineligible and etc.
• Participate in sponsorship reviews, self-assessments and annual planning processes
• Prepare monthly management report (MMR) and other reports to ASISt sponsorship manager in the area of sponsorship operations
BEHAVIOURS (SCI Values in Practice)
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary. development to improve performance and applying appropriate consequences when results are not achieved.
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.