Sponsorship Correspondence Assistant

Job Description

:

Purpose of this position is to handle and manage all incoming and outgoing correspondences circulated by the National Office and Field Office APs in compliance with World Vision’s Global Standards and technical requirements. This position would be focused in smooth management of all sponsorship correspondences that will enable Field Office to maintain timely and quality communication with sponsors and children. This is an office-based position but will involve frequent visits to the districts and communities for monitoring and capacity building of Partner Non-Government Office staffs.

MAJOR RESPONSIBILITIES:

Ensure sponsor gifts/letters sent from NO are collected from respective postal services and acknowledge the shipment Sorting out the mails received from NO as per Support offices and APs Verify the Data entry of Horizon for all sponsor letters/cards and gifts Verify the CCF reports, pack all the Sponsor letter/card/gifts/Bulk cards and dispatch to respective APs via courier/field transport aligned within standard turnaround time. Send email to all APs to notify about the dispatch of the gifts/letters/bulk cards Regular follow-up with courier/ field office transport for timely and safe dispatch of all correspondences.  Dispatch CEW, APR and SG cards to all APs. Maintain courier dispatch log sheet at FO for sent sponsor letter/card/gifts/bulk cards, CEW, APR and SG cards as soft copy. Verify and file all log sheet received from APs and the copy of the Gift/letter memo received from NO.  Know correspondence standards, timeline and technical requirements and ensure all correspondences are meeting the standards.  Properly process each correspondence and ensure that all correspondence like IL, TL, EL, GAL & Child’s Reply Letters meeting the technical and timeline standard. Translate child’s letter into English. Maintain confidentiality of address of sponsors and children and make sure these are not exchange unless and without mutual agreement between NO and SO Sent all reply letters (IL, TL, EL and GAL) to NO after proper review and translation  Assist the process of reconciliation data & discrepancies on SL, GN and queries in NO and APs. Ensure delivery of 100% APR and SG cards and CEWS on standard timeline. Ensure all the Digital Correspondences are processed on time with quality assured Provide orientation to sponsorship coordinators/PNGO field mobilisers on correspondence standards  Provide orientations to sponsorship coordinators/PNGO field mobiliser on making correspondence process fun and meaningful to children.  Good coordination and collaboration with finance, SCM, General post office and courier for smooth and quick service. Management of internal and external relationships required in sponsorship operations that facilitates the satisfaction of children, families, communities and sponsors/donors. Performance review completed and personal development plan achieved Updated knowledge through training, study of related documents and visiting WV central. 

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

Minimum1 year experience in child focused organization- Preferred World vision experience - Preferred Experience with sponsorship organization - Preferred

Required Education, training, license, registration and certification

Plus two pass or running Bachelors in any discipline- Essential Bachelors degree in any discipline- Preferred

Preferred Knowledge and Qualifications

Understanding of development concepts- Essential Good time management and organizing skills- Essential Computer Skills on Ms word, Ms excel and PowerPoint- Essential Skill on Nepali and English typing- Essential Skill on Nepali to English and English to Nepali translation- Essential Training and facilitation skills- Essential Networking and influencing skills- Essential In-depth understanding of Sponsorship standards and processes- Preferred Skill on web-based data base- Preferred Report writing skill- Essential Proven experience as a team player Ability to articulate and implement standards and procedures- Preferred Innovation and creativity to have fun and meaningful activities for children- Preferred

Travel and/or Work Environment, AP visit – 20%

Pro-multiethnic/multicultural/multi-religious.

WVI Nepal reserves all rights to qualify/disqualify applications in any case.

People & Culture Department

World Vision International Nepal

---