Data Officer

Vacancy Announcement 

Public Date: 12th July 2025

Background:

Janajati Society Development Program (JSDP Sindhuli is a district-based non-profit making development organization registered at District Administration Office, Sindhuli. JSDP Sindhuli has been working in the different development initiatives for the sustainable development in Sindhuli District, since its establishment. It is established for the socio-economic improvement of the deprive, socially excluded and marginalized people of the District. JSDP envisions justice, gender-equitable and socially inclusive society where peace, progress and prosperity prevail.

JSDP Sindhuli is working ini the field of children, adolescents and youth at Sindhuli District. JSDP Sindhuli is currently implementing Girls Standing Strong (GSS) Project and Sponsorship Communication Program (CSP) in Sindhuli District with the partnership of Plan International International Nepal. It is currently seeking following candidate for the its projects. 

Position Title: Data Officer-1 

Project: Sponsorship communication project, Sindhuli

Duty Station: Kamalamai Municipality, Sindhuli at the JSDP Office with 30% field in program site

Contract Type: 8 months with  possibility of extension

Responsible to: Directly to PC of Janajati Society Development Program, Program Officer

Propose of the Role

The position contributes in promoting an effective communication between sponsors, sponsored children and their families, thus contributing to creating lasting changes in the lives of the children. The position holder is primarily responsible to correct and encoding Sponsorship Communication documents into Child Data system correctly.

Major Responsibilities:

Encoding

• Enter and update Sponsored Child (SC) profile with quality and correct photographs into Child
• data system within the given timeframe.
• Review SC Profile mismatch and missing information and report to SCA by next working day.
• Print Sponsored Child Information (SCI)/Sponsored Child Updates (SCU) as per the guidelines
• of Sponsorship Manual or as per the instruction provided by SCA.
• Produce Script files/ profile data as per Rural Municipality wise requirement from Plan's software and provide it to program staff of NGO with proper record. 
• Scan the following documents
  • G/CMSC: Photos/images of SC, SC families (First and last photo), project area along with the sponsorship document, along with farewell letter.
  • SCR/SGR/OCC/NOI/WGC/ECR-email communication and provide to SCA. 
  • Scanning of consent form of SCI/SCU
• Uploading photographs of the SC, SC family and project description into Plan's software and match with the sponsorship document
• Enter, print and upload Cancellation Memorandum of Sponsored Child (CMSC) and Graduation Memorandum of the Sponsored Child (GMSC) in Child Data without any error on the same day of the received document.
• Extract CDPET file from Child Data system and upload in CDPET (Child Data Photo Encoding Tool) before uploading photographs of newly enrolled SCs in system.
• Keep record of total outcome of encoding in a weekly basis and keep the record intact in close coordination with SCA.
• Ensure timely and accurate encoding of at least 75 Sponsored Child Introduction (SCI) and Sponsored Child Update (SCU) per day to achieve at least 95% Key Performance Indicator (KPI) every month.
• Complete at least 80 processing of photographs and letters in Child Data Photo Encoding Tool (CDPET) per day.

Translation:

• Translate sponsored child letters from Nepali to English and sponsors' letters (hardcopies and digital) from English to Nepali along with email communication (ECO)
• Translate sponsors visit report from Nepali to English and other sponsorship documents in given standard format from English to Nepali and vice-versa.
• Translate and upload cancellation memorandum of Sponsored Child from Nepali to English
• Ensure timely and accurate translation of at least 30 Sponsored Child Response (SCR) letters per day and Minimum 25to 35-Sponsor Letters (SPLs) per day to achieve at least 95% Key Performance Indicator (KPI) every month.

Data Management

• Support SCA in keeping digital photographs of SCs/SFs of last two Fiscal Years systematically.
• Support SCA in proper filing of CMSCS/GMSCs of last two FYs as per audit requirement.
• Keep disaggregated data on Sponsored Children related to their education, birth registration, disability, sanitation status as per need.
• Support SCA in keeping electronic SCI/SCU folders.
• Provide data and information to sponsorship staff and keep proper records.
• Uploading and downloading of digital communication from Child Data system in close supervision of SCA.

Coordination/Field Support

• Participate in periodic staff meeting of NGO to update on KPI progress, challenges and areas of improvement in sponsorship documents received from field
• Support Sponsorship Focal Person of NGO in field level document production planning, training and SCU/SCI production
• Support in orientation/coaching/on-spot coaching on sponsorship processes, document quality, sponsorship compliances and safeguarding to volunteers/community groups
• Support in implementation of sponsorship activities and engagement with sponsored children/families complying with SCYP Policy.

Adherence to safeguarding children and young people policy/ data privacy policy:

• Ensure confidentiality of all personal information of existing/former sponsored children and sponsors.
• Ensure that there are no any inappropriate contents in terms of child protection in communications exchanged between sponsors and sponsored children.
• Be fully aware of and understand the responsibilities to fully adhere to Plan International's Safeguarding Children and Young People Policy and Code of Conduct.

Performance Assessment

The performance assessment of Sponsorship Data Operation Officer will be based on:

• timely completion of assigned tasks
• ensuring quality and business rules of sponsorship communication
• values and behavior demonstrated Performance assessment will be performed periodically as per performance management system of the organization.

Educational Qualifications and Experience

• Bachelor's degree in social science and related field of education with at least six months of demonstrated experience
• Minimum 1 years’ relevant work experience in sponsorship operation/communication in an organization. 
• Computer skills especially email, internet database, excel, word   
• English and Nepali language competency both verbal and written, Local dialect a plus

Knowledge

Knowledge and understanding about the INGO/NGO work environment.  

• Technical and practical knowledge and understanding of the relevant job area.  
• Familiar with   Plan’s vision, mission values at global and local level.  
• Knowledge and understanding about Plan’s Safeguarding Children and Young People Policy & basic HR and admin operational policies.

Behaviors 

• Taking initiative to be innovative and creative to achieve results. 
• Strives for quality in all they do, respecting deadlines, working continuously to improve performance. 
• Takes responsibility for their actions, and learn from behavior, successes and failures. 
• Supports gender equality and diversity, and challenges forms of inequality or harassment. 
• Encourages children young people, partners and colleagues to be meaningfully involved in decisions that affect them. 
• Listens to and understand views of colleagues and partners. Draws on their experience to ensure high quality work. 
• Upholds and demonstrates Plan’s values and behaviors. 
• Calm under pressure. 
• Ability to work comfortably and sensitively across cultures. 

If eligible, drop your CV with cover letter to HR Department of JSDP Sindhuli with in 7 days in office hour of notic publication to jsdp_vacancy@jsdpsindhuli.org.np or documents can be submitted in the Office at Kamalamai-6, Ratmata Sindhuli in office hour with the mentioned time frame. If the last day of application fall on public holiday, the application can be submitted on the next day as well. 

Only Shortlisted candidates will be contracted for the next stage of the selection process. Requested to submit updated CV including cover letter clearly mentioning the position applying the subject line. No telephone inquiries will be entertained and any inappropriate recommendation might be automatically disqualifying the candidate form the further process. JSDP Sindhuli respects child right and strictly follows the child protection policy of the organization. 

JSDP Sindhuli is an equal opportunities employer and strictly follows the merit-based selection. Qualified female, Dalit, Adibasi Janajati, Person with Disability, Madhisi and female candidates or those from the disadvantaged communities are strongly encouraged to apply.