Sponsorship Correspondence and Information Analyst

Sponsorship Correspondence and Information Analyst

• Category: Communications, Analyst / Assessment
• Type : Job Opportunity
• Location: Phnom Penh
• Schedule: Full-time
• Salary: N/A

• Key result#1: Ensured all correspondences and information between sponsors and registered children met high standard quality.
• Support PO-CES and relevant staff to improve the content of correspondences from RCs through providing feedback and capacity building such as storytelling by children and correspondences facilitation with children.
• Conduct quality check of the correspondences from children to assure the correspondences met standard quality guideline and safeguarding policy.
• Ensure all correspondence in and out is accurately recorded in the logbook.
• Translate all sponsor mails into Khmer, all child reply letters and other correspondences into English with high quality.
• Manage correspondences process of delivery/reception to/from the communities through the field staff.
• Assist SRO to provide orientation on translation guideline, RCs, Sponsors Information Protection guideline and Safeguarding Policy to the outsource translators to ensure that their translation of the correspondences from English to local language and from local language to English are abide by the guidelines and policy.
• Assist SRO to coordinate with Admin team to process payment to outsourcing translators and mail carriers’ company for the postage to SDOs.
• Ensure the good quality and accuracy (meaningful, cleanliness, and completeness) of translated correspondences and information (card and letters) from the sponsors and registered children by the outsourcing translators for sending to SDOs/GSC within the turnaround time.
• Translate correspondence, reports and other sponsorship related documentation from/to English from/to local language and ensure that correspondence is in alignment with sponsorship standard guideline and FH’s Safeguarding Policy.
• Record all the common mistakes found during the translation of correspondences and information from RCs and share those recorded mistakes to AP staff for learning and improvement.
• Prepare weekly plan and submit monthly report to supervisor every in every end of the month.
• Send the clarified letters/cards with specific information to SRO if find any doubt on the letter/card so that SRO communicates with SDOs/GSC for the carination and consultation.
• Work with Admin team to process for printing Christmas Cart template and Child Template with printing shop. Ensure those templates are good quality and compliant with the guidelines and send to AP with the correct requested amount.
• Key Result #2: Ensured correspondences and information of RCs are managed in Sponsorship Systems
• Acknowledge the receiving and sending correspondences from AP and SDOs to supervisor and PO-CES through the internal correspondence management system and tracking.
• Manage sponsors’ letters received from SDOs verified and accurately recorded in World Link and NEO Connect systems ensuring the consistency data at SDOs and country office.
• Update the qualified case histories of on Hold RCs received from AP in World Link systems on time which followed the sponsorship standard.
• Update annual survey information and upload photos of RCs/CPs and family in the sponsorship system accurately for donor produce the progress report.
• Encode new case histories and upload photo of RCs in the World Link/or NEO Connect with integrity, accuracy of RCs information (ID, Name, Sex, and photo…, and timeliness.
• Coordinate sending translated sponsor letters/cards to respective Area Program for processing response letters with sponsored children and families on a timely basis. Make sure that the memo and the sponsor letters/cards match and accuracy and those sending sponsor letters/cards shot and filed properly in the safe drive and inform to PO-CESP of each AP.
• Assist SRO to prepare sending translated correspondences (response letter, introductory letter, graduation letter, greetings card/Christmas card, Annual Update/Child Template and annual letter to SDOs on a timely basis with accuracy and correction between actual correspondences and reporting through processing in WorldLink/NEO Connect systems, manifest and Admin system/mail couriers (DHL, FedEx, etc.).
• Ensure quality assurance guideline of children information, correspondences and photo are applied at all levels to control the good quality product and service to sponsor through SDOs/GSC.
• Control stock of stationery at the office to make sure the team had enough materials to use for the time being and coordinate with team to request the needed stationery with Admin team monthly.
• Ensure the RCs’ identify and sponsor information correctly on the correspondence through verify with WorldLink/NEO Connect system.
• Assist SRO to provide capacity building on sponsorship standard guideline, process and other related topics to PO-CESP and relevant AP staff. And ensure that those standards and guidelines are applied.
• Conduct field visit to AP to learn about the correspondences with RC and family and sport check to ensure the information and correspondences of RCs are accuracy and correctness as well as provide feedback to PO-CESP and relevant staff for improvement.
• Key Result #3: Organized Personal Learning and Development
• Conduct self-learning about Sponsorship Operations, guidelines, and requirement, CFCT manual of FH in FH Connect and other leaning sources’ opportunity to improve the related capacity.
• Attend the forum, training, meeting, and other events that organized by FH Cambodia, regional and FH Global.
• Develop and create vision for him/herself and for the organization.
• Manage and maintain all FH policies, procedures, and live out the organization's values, culture, mindset and behavior.
• Act as the Office in Charge of SRO according to the request.