Sponsorship And Community Engagement Program System And Data Administration Coordinator

Key Responsibilities:

Purpose of the Job:

The Sponsorship system and data management coordinator will manage and facilitate the implementation of new initiatives, systems, and data-related communication between the National Office, Area Programs, Global office, East Africa, and Support Offices according to Global Child Sponsorship (WVI) standards. This role involves implementing policies, standards, and processes to manage data assets, improve data quality, and promote data-driven decision-making, and ensuring data is used effectively and aligned with organizational goals.  The Sponsorship system and data management coordinator also install, configure, and maintain hardware and software, troubleshoot technical issues, ensure systems meet business needs and manage user accounts, permissions, and security policies, and may provide technical support to employees. This position also establishes a strong liaison with AP/HUB and SO/GC technical teams to ensure provision of support to the NO for the sponsorship system and data management.

Major Responsibilities:

Leadership and Technical Support

Child Sponsorship policy, standards, and essentials implementation:

• support the department lead to the implementation of sponsorship strategy to achieve the organizational mandate of an enriching experience for children, sponsors, and fulfil donor promise, meeting sponsorship standards.

• Serve as technical support and on Sponsorship in the NO, including support to the development of guidance, tools, and strong implementation of policy, standards, management approach, strategic objectives, system, and business processes.

• Lead and coordinate the Sponsorship System functionality

• Lead the sponsorship system installation, upgrade, and enhancement, and responsible for country settings and system configurations at the country level.

• Children’s Experience of Sponsorship: Support the department Lead to implement new initiatives to ensure children’s experience of sponsorship is meaningful and enjoyable.

Integration & Planning

• In collaboration with SO and the department lead, update all APs annual Planned RC in the system and support all APs to maintain their planned RCs.

• Contributed to the department's annual plan and APs Annual management report.

• Configure and create a New Phase-in APs profile in the Horizon system with the quality assurance, Global, and finance team

• In collaboration with the quality assurance team, take part in reviewing the APs Plan to make sure that sponsorship components are integrated and addressed appropriately.

• Work with APs/HUBs and Support offices for smooth phase out of APs

• In collaboration with Education department update the education level in Horizon system according to the country’s education Curriculum.

Data Management:

• Establish and enforce data quality standards, monitor data quality metrics, and implement corrective actions to address data quality issues. 

• Ensure all sponsorship data (Horizon/Hope records, system resources and sponsor addresses), sponsor communication, RC media files(CGP/CGV, CUP/CUV are filed, stored, and protected in adherence to WV data protection protocols and aligned to child protection policies, standards, and procedures.

• Act as the point of contact for AP/HUB for data-related issues and troubleshooting.

• Coordinate and lead annual data update according to the global annual data update schedule.

• Identified APs system data gaps like, CGP/CGV, CUP/CUV, Digital correspondence, RC bio data, communicate to all concerned.

• Ensure quality of Horizon/Hope system data, according to data quality criteria, which are accuracy, completeness, consistency, timeliness, validity, and uniqueness.

• Ensure that Child participation and support data is recorded according to the children’s age and needs.

• Ensure disabled RCs are recruited in the new phase APs.

• Provide technical guidance to APs/HUBs during the annual and ongoing data quality processes

System Support

• Horizon mobiles) are maintained and updated as per WVIT protocols and procedures.

• Ensure system issue escalation protocols are adhered to and functioning in coordination with WVIT and FO IT.

• Lead and support Sponsorship Business Systems capability requirements and processes to maximize impact.

• Lead and support pilots and user acceptance tests, ensuring new business rules or requirements are validated. Provide national-level feedback on User Acceptance Tests.

• Ensure technical support for the transmission of Rich Media (Images and Videos) through WV-approved platforms.

• Hardware and Software Management: Lead the installation, configuration, and upgrading of AP Horizon desktop/Mobile, including MFT/Tibco applications. 

• User Management: Creating, managing, and monitoring AP user accounts, permissions, and access rights with HO ICT. 

• Performance Monitoring: Monitor AP Hardware (Horizon Desktop and Horizon Mobile) performance and identify areas for improvement. 

• Documentation and Training: Maintaining documentation for system procedures and policies and providing training to employees. 

• Staying Current: Keeping up with the latest technologies according to the Global sponsorship system standards.  

• Ensure 24/7 Sponsorship systems functionality

Budget & Actual RC Portfolio Management

• RC portfolio management: Ensure all Hold status RCs information is updated on time, and RC Budget is maintained for SOs across all APs.

• New Growth- Ensure all new RC growth is recorded according to SO and AP agreed schedule

Sponsorship System & Business Capability

Sponsorship Business Systems and Capacity Building

• Work together with other sponsorship staff to build knowledge and skill of staff about sponsorship system and business, specifically on

• Sponsorship Operations Indicators (systems, database, reporting)

• Horizon HOPE and RMT

• Horizon desktop and mobile applications usage.

• New initiatives like chosen and digital correspondence

• Mentors and coaches' technical staff in in FCOs and APs.

Support & Monitoring

• Conduct monitoring visit to CPOs and APs, provide necessary support, and report the findings/feedbacks to all concerned.

• Follow-up audit findings by ongoing monitoring and review of sponsorship performance report specifically on the issues identified during the audit. Coordinate with NO Sponsorship Lead to provide the necessary technical support to the AP.

Risk Management

Audit reviews- Support the sponsorship Manager on Internal Audit preparation, monitoring, and implementation of National Office and Area Programme Audits by providing system reports, and follow-up APs to implement audit recommendations.

Knowledge/Qualification for the Role

Required Professional Experience:

• Leadership: At least 3 years’ experience in system support work, out of which at least two years in leadership position at national office level.

• Child Sponsorship

• In depth understanding and experience in Child Sponsorship and its contribution to child wellbeing with at least 2-year experience of supervising/managing sponsorship.

• Demonstrated competencies in sponsorship management, especially on sponsorship business processes and sponsorship systems.

• Development work:

• Strategic and in-depth understanding and experience in development program approach

• Field Office work experience in Child Sponsorship and/ or development projects.

• Staff facilitation skills, training and support skills.

Required Education, Training, License, Registration & certification

• Master's degree preferred in MIS, ICT, computer science and other relevant fields

• Excellent presentation and communication skills.

• Leadership training

Skills Required:

• Computer / Software / It / Data