Sponsorship Communication and Data Officer

Dalit Jana Kalyan Yuba Club Lahan, Siraha

Job Title: Sponsorship Communication and Data Officer

Project: Sponsorship communication project

Reports to: Project Coordinator/Executive director

Duty Station: DJKYC Office, Arnama RM, Siraha (40% Office and 60% field base job)

Employment Type: Full-time

Duration: Initial three (3) months’ probation period. Based on satisfactory performance, the contract will be extended till 31 March 2026, with the possibility of further extension.

Background of the Organization:

Dalit Jan Kalyan Yuba Club (DJKYC) is a non-profit and non-political organization established in 2000 AD, headquartered in Bastipur (Pradip Giri Ashram), Lahan-14, Siraha. DJKYC is dedicated to eliminating discrimination, empowering marginalized groups, and promoting the well-being of women and children. The organization has extensive experience in WASH (Water, Sanitation, and Hygiene), community mobilization, health awareness, and capacity-building interventions.

Role Purpose

The Sponsorship communication and Data officer is responsible manage sponsorship systems to ensuring accurate, secure, and timely data of sponsored children and sponsors. This role supports sponsorship operations, compliance, and reporting, while enhancing sponsored child engagement and program efficiency. The position is responsible for translating and encoding Sponsorship Communication documents into Child Data system. It ensures effective implementation of Sponsorship program in community. The role is also providing technical and administrative support to Monitoring, Evaluation, Research and Learning (MERL) processes and performs other duties assigned by organization.

Key Responsibilities:

1. Sponsorship Data Management and encoding

1.1 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 (Sponsorship Communication Administration of Plan International) by weekly basis.
• Produce Script files/ profile data as per Rural Municipality wise requirement from Plan's software and provide it to Sponsorship Communication Administrator (Plan International) staff.
• Scan the following documents send SCA to complete sponsorship cycle.
  • 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 communication.
  • Scanning of consent form of SCI.
• Ensure timely and accurate encoding of at least 60 to 75 Sponsored Child Introduction (SCI) and Sponsored Child Update (SCU) per day to achieve at least 95% Key Performance Indicator (KPI) every month.

1.2 Data Management

• Keep disaggregated data on Sponsored Children related to their education, birth registration, disability, sanitation status as per need.
• Receive CDPET extract file from SCA, upload photographs in CDPET (Child Data Photo Encoding Tool) and provide SCA digital photographs of SCs/SFs along with electronic SCI/SCU folders.

1.3 Translation:

• Translate sponsored child letters, cancellation memo, visit report from Nepali to English and sponsors' letters from English to Nepali and provide document to SCA.
• Ensure timely and accurate translation of at least 30 Sponsored Child Response (SCR) letters per day and Minimum 25 to 35-Sponsor Letters (SPLs) per day.

2 Coordination/Capacity building

• Participate in periodic staff meeting of NGO to update on KPI progress, challenges and areas of improvement in sponsorship documents received from field.
• Support and coordinate Sponsorship Coordinator of Plan International in field level document production planning, training and SCU/SCI production and providing monthly report.
• 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 and produce quality sponsorship documents.
• Work closely with Plan International sponsorship team, field team and program staff to ensure smooth sponsorship operations for day to day.

3 Monitoring, Evaluation, Research and Learning

Data Management and Reporting

• Ensure timely verification and submission of the Monthly Activities Tracker, Sponsorship Communication #2 Report, sponsorship report, Direct/Indirect Reach, and Non-Registered Program Participants data etc.
• Develop and maintain a database/dashboard to track sponsorship data and MERL indicators, ensuring timely analysis and visualization for decision-making.

Community Engagement and Accountability

• Ensure accountability mechanisms are in place during project implementation, and that program participants are aware of the Plan’s Complaint Feedback Mechanism.
• Ensure that community complaints and feedback are documented, communicated regularly, and responded to appropriately.
• Follow up by visiting program implementation sites to assess program impact, interact with stakeholders, and collect feedback, suggestions, and complaints.

Qualifications:

• Education: Bachelor’s degree in any fields (Health, Public Health, Information Management, Social Sciences, Business Administration).
• Experience: Minimum 3 years relevant experience in sponsorship programs data management along with project monitoring and evaluation.
• Skill
  • Strong computer skills (MS Excel, Word, PowerPoint, database systems, ODK or Kobo Collect).
  • Excellent communication and organizational skills.
  • Experience working with marginalized communities, particularly in Madhesh Province.
  • Excellent communication skills in Nepali, English, and Maithili.
  • Valid motorbike driving license and willingness to travel frequently to field sites.

Core Competencies

• Integrity and confidentiality in handling sensitive data.
• Problem-solving and process improvement mindset.
• Respect for cultural diversity, gender sensitivity, and inclusion.
• Ability to work independently, manage multiple tasks, and meet deadlines.
• Strong analytical thinking, attention to detail, and problem-solving skills.
• Excellent interpersonal, facilitation, and negotiation skills.
• Ability to work in a team and foster collaboration across partners and stakeholders.

Safeguarding and Code of Conduct

The Sponsorship Data and Officer must adhere to DJKYC’s safeguarding & child protection policies and Plan International safe guarding policy and data privacy policy. S/he will promote the prevention of sexual exploitation, abuse, and harassment (PSEAH) and ensure safeguarding is integrated into all Sponsorship data and program activities, particularly during data collection and community engagement.

Interested Nepali applicants with the required skills and who meet the above-stated criteria are requested to submit an application letter along with an updated curriculum vitae to link: https://ee.kobotoolbox.org/x/fnIGP8Dt within 15 ( 4 to 18 December 2025) days from the date of this notice publication. Only shortlisted candidates will be contacted for the further selection process. The DJKYC reserves the right to reject any or all applications without providing a reason. Remuneration and benefits will be provided according to DJKYC policies and rules.