Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.
POSITION:Data Entry Clerk at Plan International
Location: Ifakara, Tanzania
Company: Plan International
PURPOSE
Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.
The purpose of the role is to maintain required records, peruse sponsorship communications and enter data within required corporate standards. This will ensure production and quality standards are met for continuous relationship between National Offices and Plan Tanzania.
DIMENSIONS OF THE ROLE
The position holder has no direct reports. The position holder will report directly to the Sponsorship Communication Administrator.
Accountabilities
- To ensure that all sponsorship communication items presented by the are accurately processed into the system before close of the month
- To ensure at least 70 questionnaires are successfully entered into ChildData system every working day to ensure efficiency
- To ensure all incoming communication, including gifts are processed in the system within agreed time of receipt and are then dispatched to the Community Development Facilitators
- To ensure all outgoing communication is processed in the system after quality checks and other corporate requirements regarding photos and appropriate communications as per the Sponsorship Book
- To ensure ChildData system is utilized as per ChildData user guidelines and Sponsorship Book procedures, this regarding access, uploading, extracts processing and use of admin utility
- Prepare To Do List with their respective working materials such as incoming and distribution list
- Prepare communication items for dispatch to National Offices
- Maintain and update SC files
- Prepare status reports on communication production and submit to SCA at the end of each week and month
- Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
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KEY RELATIONSHIPS
Communication is very vital and this position maintains a daily contact with Sponsorship Communication Administrator and the Community Development Facilitators in order to achieve the desired targets.
An effective working relationship with other functional networks within the PU and other PUs for technical backup is necessary.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- Degree in the areas of Public or Business Administration, Marketing, Public Relations
- 1-2 years’ working experience in the related field.
- Good knowledge and experience with computer applications and internet
Desirable
- Fluent in written and oral English and Swahili
- Good analytical and logical ability, listening and communication skills
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
- Promotes a culture of openness and transparency, including with sponsors and donors.
- Holds self and others accountable to achieve the highest standards of integrity.
- Consistent and fair in the treatment of people.
- Open about mistakes and keen to learn from them.
- Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
- Articulates a clear purpose for staff and sets high expectations.
- Creates a climate of continuous improvement, open to challenge and new ideas.
- Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
- Evidence-based and evaluates effectiveness.
We work well together
- Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
- Builds constructive relationships across Plan International to support our shared goals.
- Develops trusting and ‘win-win’ relationships with funders, partners and communities.
- Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
- Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
- Builds constructive relationships across Plan International to support our shared goals.
- Develops trusting and ‘win-win’ relationships with funders, partners and communities.
- Engages and works well with others outside the organization to build a better world for girls and all children.
PHYSICAL ENVIRONMENT
Typical office environment or very low field activities
LEVEL OF CONTACT WITH CHILDREN
Low contact: Very low frequency of interaction
POSITION:Regional Information Management Analyst
Role Purpose
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
The regional information management analyst ensures that the regional hub management team for Middle East, East and Southern Africa are able to draw on accurate and relevant management information to support high quality and timely decision making.
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The incumbent will be charged with the responsibility of using the available data sources to build reliable reports that show trends and indicators for all key business and programme development and delivery processes that are needed for the region to deliver on its strategic ambition.
The priority focus will be around the following areas;
- Business related data – work alongside the regional finance analyst to provide a strategic analysis/sense making of corporate KPI data and other information to pick out patterns and trends to guide senior management decision making
- Programmatic – Provide analysis to determine (i) the portfolio of work being undertaken in the region (ii) CO/NO delivery against the programmatic ambition reflected in agreed strategic plans (iii) and ensuring a smooth transition of grants through the FAD approval process.
Female candidates are particularly encouraged to apply.
Role Dimension
- Work in collaboration with the regional finance analyst to collect, collate and provide simplified analysis and management of key business and programme information to facilitate monthly and quarterly review of country performance and support.
- Provide the Regional Hub Management Team with high quality and reliable information to inform decision-making, support plans for MEESA countries and enable effective engagement with other parts of the organisation.
- Closely interact with Regional Hub Leadership Team members on matters pertaining to business analysis at various levels in the organization.
- Support Directors of the Sub-regions in the monitoring of country and regional strategies and transformation plans, ensuring that they can draw on reliable information and analysis that leads to effective decision making.
- Contribute to the quarterly review and consolidation of country reporting.
- Support to improve the document quality of FAD to improve overall management of FAD process.
- Monitor and support Regional Hub compliance to Plan document management policy.
Key Accountabilities and main Responsibilities
Developing an overview of Project and grants delivery
- Collate country information on funding analysis to cover existing and pipeline grants and update forecasting around those to determine the attainment of both annual and multi-year plans.
- Collate and present information on grants management to highlight key observations, gaps and areas requiring improvement across the entire grants portfolio in the MEESA region
- Liaise with business development staff in Country Offices and National Offices to track success rates in grants applications and consolidate that information to facilitate DSR’s engagement with country leadership and National Offices.
- Liaising with Global Hub as required to promote informed and effective support of effective grants delivery.
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Business planning Processes
- Support annual planning processes and monitoring of progress against commitments
- Support quarterly reflection processes by providing timely and well-analysed information on agreed indicators of performance.
- Support consolidation of country reporting and feedback during quarterly reporting and reflection processes.
- Develop trend analysis and consolidate learning from quarterly and annual reflections that contribute to qualitative decision making for the regional leadership team
- Provide quarterly update on attainment of Country Strategies
- Provide the Directors of the Sub-regions with an update on progress around M&E, Funding model and other corporate priority roll outs
- Support the creation, storage and access of key documents in the region.
Risk management
- Ongoing monitoring and updating of region wide risk registers
- Support monitoring of country risk registers and status of implementing audit actions
- Support the Regional hub management team in monitoring and ensuring key documents e.g meeting minutes, are stored and accessible.
Additional tasks
- Collate and share learnings generated from internal review and reflection processes.
- Conduct desk research work and generate reports on internal and external information relevant to programme and business processes as may be agreed by Regional Hub Management Team.
- Support the preparation of additional reports as requested by Regional Hub Management team.
- Support documentation of Regional Hub Management meeting minutes as and when required
- Support the Directors of the Sub-regions on any other tasks assigned
Dealing with Problems
- Quick ability to understand the complexity of Plan’s business model, organisational structures and decision-making processes.
- Flexibility to support other areas of delivery/teams across the Region where such competencies are required.
- Ability to navigate through complex internal systems to generate the needed management information.
- Ability to develop strategic relationships within GH and COs for effective delivery of the information management analyst mandate.
Communications and Working Relationships
Internal
- Director of Sub Regions – Line manager
- Regional Leadership Management and Regional Leadership Team
- Global Hub’s Departments and Global Policies / Process Owners
- CO Business Development managers
Knowledge, Skills, and Competencies
Knowledge and experience
- Bachelor’s degree in information management
- Ability to develop and use data analytics tools
- At least 3 years’ experience in similar or related role
- Knowledge of the NGO sector
- Experience of doing business success measures
- Significant experience with large multiple government grants from donors
- Knowledge of the sector and the financial management issues
- Knowledge of International Financial Reporting Standards, Control standards and Risk management techniques
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Skills
- Strong team engagement skills.
- Strong negotiating, facilitating and influencing skills
- Excellent proven data analytical skills
- Good written and spoken English
- Good presentation and communication skills in developing and delivering management information
- Proficient in computer skills and use of Business systems
Behaviours:
- Excellent interpersonal skills, working with people from different cultures and in different time zones, with integrity and honesty.
- Ability to work under pressure within tight deadlines and with minimum supervision.
- Proactive and diligent.
- Highly motivated and an enthusiastic team player.
- An understanding and commitment to the aims and values of Plan.
- Good work methods to ensure timely delivery of results.
- Ability to work within a multi-cultural environment and find creative solutions to knowledge management in MEESA.
Strategic Leadership Competencies
- Drive progress in the area of responsibility by setting and communicating an ambitious but realistic strategy, aligned with Plan International’s short and longer term priorities and appropriately resourced.
- Use own behaviour to role model the culture change we need, upholding our values and accelerating progress towards gender equality inside Plan International, with our partners and in wider society.
- Ensure effective delivery by leading through others, working closely with our support functions, keeping abreast of what is going on in the own business unit or function and responding quickly if problems arise.
- Make timely decisions, even in uncertainty and when information is imperfect. Manage opportunities and risks and adjust actions as situations unfold and we learn more.
- Grow the professional and leadership capabilities we will need in future by developing the skills and potential of our workforce and coach teams to act in turn as developers of other people.
- Communicate clearly and persuasively with large and diverse groups of people, giving them the understanding and motivation to succeed and involving all staff in reflection, innovation and improvement.
- Build strategic relationships with key leaders, experts and stakeholders across the Plan International federation and externally, navigating political and power interests and negotiating positive outcomes.
Business and management competencies:
- Organisational understanding – Purpose, priorities, values and approaches
- Business processes, policies, practices and standards
- Formal people management
- Managing technology and digital working
- Project management
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Terms and conditions
The salary is commensurate with the seniority of the appointment. Plan International will be happy to disclose the salary and applicable benefits to applicants as part of this process.
Physical Environment and Demands
Based in any of the Plan Countries within MEESA region.
Level of Contact with Children
Mid contact: Limited interaction with children
Plan International’s Values in Practice
Our values are at the heart of everything we do. Only by defining a common set of values that are important to us – and that we also want to see in our partners – can we deliver on our shared aspirations. If we are to work towards fulfilling our new purpose, it is critical that we understand the behaviours we have to demonstrate to get us there.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of
children and young people, and to secure equality for girls. We
challenge ourselves to be bold, courageous, responsive, focused and
innovative.
We are open and accountable
We create an environment of trust inside and outside the organisation by
being open, honest and transparent. We hold ourselves and others to
account for the decisions we make and for our impact on others, while
doing what we say we will do.
We work well together
We succeed by working effectively with others, inside and outside the
organisation, including our sponsors and donors. We actively support our
colleagues, helping them to achieve their goals. We come together to
create and implement solutions in our teams across Plan International,
with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality
in our programmes and workplace. We support children, girls and young
people to increase their confidence and change their own lives. We
empower our staff to give their best and realise their potential.
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Location: Any of the MEESA countries including Egypt, Ethiopia, Jordan, Lebanon, Kenya, Tanzania, Uganda, Sudan, South Sudan, Rwanda, Malawi, Mozambique, Zambia, Zimbabwe
Type of Role: Fixed term
Reports to: Director of Sub Region
Closing Date: 7th April, 2021
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
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