Data Entry Clerk at Plan International

The Role

The Data Entry Clerk will contribute to quality and timely sponsorship communications at the Program Unit/satellite office levels in line with organization’s policies and guidelines. S/he will be responsible for efficient sponsorship processes including receiving & processing sponsorship communications, tracking performance, quality assurance, reporting and dissemination of good practices.  Additionally, S/he will ensure safety and security of sponsorship related documents at the office level as per Plan safeguarding and data protection policies

Accountabilities and MAIN WORK ACTIVITIES

Programme and project design and influence (30%) 

• Ensure that all sponsorship communication items are of quality and accurately processed into the ChildData system before the close of every month.
• Support field staff in monitoring of advance production targets for sponsorship communications.
• Tracking and processing of incoming communications in a timely manner and as provided for by the sponsorship guidelines.
• Generate monthly sponsorship reports (including cancellation trends, death analysis among others) and share with PU management to support decision making.

Quality improvement and standards (30%)

• Ensure all outgoing communications meet quality standards and are processed in ChildData system on timely manner/as per business rules
• Review all submitted sponsorship letters to ensure they meet business rules requirements (dialogue worth, child participation & have no inappropriate content).
• Utilization of the ChildData and Query Tool systems as per Plan International policies.  This is as regarding access, uploading & extracts processing.
• Weekly tracking of sponsorship performance (as per advance tracking tool) and sharing updates/reports with PUM for follow-up.
• Ensure Program Unit child sponsorship caseload management by effective close monitoring of enrolments, cancellations and monthly caseload balancing.
• Maintain a good filing system for sponsored children data including cancelled files.

Working in Partnership and resource mobilisation (30%) 

• Extracts to-do reports and master lists for frontline staff on monthly basis/as required
• Provide monthly feedback to sponsorship field staff and partners to enhance quality communication products.
• Identify capacity gaps for community volunteers & community-based organizations and support field staff to address them.
• Ensure all processed sponsored children files are dispatched to the field in a timely and organized manner.
• Ensure stock and inventory control for the sponsorship department

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Reviews all sponsorship communications before uploading to ensure they comply with safeguarding practices.
• Ensures sponsorship communications & files in PU office are stored and disposed as per sponsorship business rules.
• Supports induction of front-line staff, partners and community volunteers on safeguarding practices in sponsorship.
• Prepares and shares monthly reports in relation to safeguarding issues highlighted in sponsorship communications
• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Other duties (5%)

• Any other duties as assigned by the supervisor

Leadership COMPETENCIES

• Setting high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context.
• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Positive about change and supporting others in adjusting to it, helping them understand.

Business Management competencies

• Applies the Code of Conduct principles to their work activities.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team.
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Uses the personal development tools available.

Technical expertise, skills and knowledge

Qualifications/ experience essential: 

• University degree in Community Development, computer studies or related field.
• At least one-year experience working in similar position.
• Computer literate (MS Office Word, Internet Explorer, Excel etc.)
• Computer skills and Internet knowledge.
• Proven typewriting and proof-reading skills.

Languages required 

• Fluent in written and oral English and Kiswahili.

TECHNICAL cOMPETENCIES

This position requires integrity, a team player, a person keen to detail and one with a positive disposition, in the way they relate to people in order to achieve the desired outputs and deliverables.

Knowledge:

• Knowledge of child sponsorship and operations

Skills:

• Mastery of the ability to analyse data and trends.

Behaviors:

• Role model our values and behaviours both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• The ability to build collaborative working relationships
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management

The application deadline is on 09/08/2022