The position holder will be responsible to enter correct sponsored children and their families’ data as well as other sponsorship communication items in to ES4/Child Data to update our customers timely. Besides, verifies and corrects entries, maintains records, performs general support duties as assigned. The Data Entry Clerk assumes the responsibilities given under the purpose and undertakes her regular tasks in accordance with a well-defined framework of policies and procedures under immediate supervision. These smooth and real information exchanges between the SC and SP boost Plan’s strategy in fundraising and customer trust.
Accountabilities And Main Work Activities
Key Sponsorship Related Accountabilities
Identify inappropriate letters and inconsistent data in the incoming and outgoing communications items while data processing in the system
Prepare nametag and attach with the corresponding item/letter
Enter outgoing sponsorship communications hard copy and upload scanned digital communications in ChildData; print transmittal list and attach the list with the letters
Sort out and dispatch/upload outgoing communication items to NOs based on their interest in the form of digital (scanned) or hard copy timely
Ensure availability and timely submission of all communications for the assigned monthly caseload
Ensure that all Sponsored Children files are available
Ensure that each Sponsored Child has a complete file i.e. there is no any questionnaire being misfiled.
Acknowledge receipt and manage the distribution of gifts and sponsor letters to CDF/Community Volunteers.
Data Entry
Manage all incoming items on ChildData system/acknowledge when NO log-in in the system and download digital communications when uploaded by the NOs
Responsible for photo renaming, encoding, uploading and SCU/SCI/new enrolment/sibling replacement with support of various integrated data collection systems (CD-pet and ChildData),
Register the status of absent Sponsored Children on Child Data and update as appropriate
Process G/CMSC and send via ChildData
Carry out data correction in response to National Office Inquiries in the system
Ensure to carry out cancellation in system when verified and approved by supervisor and program area manager respectively
Timely processing of Sponsored Children’s photographs in ChildData
Meet Plan International quality standards for all files.
Work in the field
Keep at any time the contact with volunteers in the field in order to update the files, when appropriate, make visits on site.
Carry Sponsorship Communications Coordinator’s responsibilities in case of his/her absence.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
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.
Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
Technical expertise, skills and knowledge
Qualifications And Experience Requirements
Qualifications/ experience essential:
Education: Diploma in Information/Communication Technology, Information management, Secretary Science, Marketing, Data Management or related fields.
Experience: Minimum of three years’ experience in data management.
Easily understand different software intended for sponsorship business
Proficient in computer skills
Excellent knowledge of Plan’s sponsorship systems (CD-pet, Child Data development and CRC)
Ability to work under pressure and do multi tasks
Qualifications/ experience desirable:
Languages required
Fluency in English language is essential
In addition to Amharic, Knowledge of Local Languages is a desirable
