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Sponsorship Operations Officer

Key Responsibilities:

Grade Level-13

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Sponsorship operations correspondence management

  • Print and process Gift Notifications (GNs) weekly as per the partnership standards and Support Office Requirements.
  • Process correspondences in SSUI including Introductory Letters (IL). Sponsors Letters (SL) and Electronic Letters (EL) and Birthday Cards and correctly capture the details of the gifts contained in the parcel.
  • Prepare bi-weekly GN reconciliation reports and share with the Senior Manager- Sponsorship Operations.
  • Identify child ID for unnamed sponsor mails through sponsorship data base search, key in the details in SSUI and dispatch the parcels to the respective APs.
  • Handle Support Office and Sponsors queries for APs assigned to you.
  • Provide APR quality reviews for APs assigned to you.


  • Follow up with APs to submit information on RC & families affected by emergencies.
  • Conduct monitoring visits to the APs and report management issues which require follow up actions.
  • Review Annual Progress Reports and Christmas Cards for APs to ensure quality and timeliness.
  • Support field teams adhere to Sponsorship business processes & standards.
  • Support in Monitoring the utilization of   Community GNs

Documentation and Reporting

  • Review birthday bounce back reports from APs.
  • Review APR photos & project information from the APs.
  • Prepare monthly reconciled GN reports and share with APs and Support Offices as appropriate
  • Reconcile GNs Quarterly with APs and Support Offices.
  • Ensure proper filing of GNs and other correspondence back-ups at National Office (NO)
  • Support in registration of RCs during start of new APs.
  • Support development of sponsorship MMR and provide data for CWB Annual Report
  • Support the implementation of horizon 3.0 sponsorship module

Capacity Building

  • Support  to train NO, Regional and AP staff on sponsorship processes such as Annual Progress Reports (APRs), Christmas Cards (CC), GC initiatives
  • Support regional and ADP staff training on Sponsorship Basic Training (SBT), Peer review, TFE,  and Most Significant Change stories, Sponsorship 2.0 products -(Child Greeting Videos (CGVs), Child Greeting photo(CGP), Child update photo(CUP), Child Update Video(CUV) Children Special Moments Videos (CSMVs), Community Introductory Videos (YIVs), Community Update Photos (CUP) Single STEP & new) Global Center initiated trainings.
  • Support orientation of new staff in sponsorship department.
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  • Perform any other lawful duties as may be assigned by supervisor or designee from time to time.
  • Lead/participate in Devotions as required

Required Qualifications,Skills,Experience and Competencies

  • The holder of this position must have a minimum of a Bachelor’s degree in Social Sciences or development studies degree from a recognized University.
  • At least 3 years continuous working experience, of which 2 must be in in Sponsorship related field.
  • The position holder must be a result orientated individual who can manage and satisfy multiple, donor and other stakeholder demands.
  • Computer proficiency including Microsoft office (Word, Excel, power point, Good understanding of Sponsorship operations
  • Good coordination skills
  • Must have basic IT skills
  • Proficiency in written and spoken English.
  • Good interpersonal and organizational skills
  • Community development skills
  • Photography and Videography skills
  • Good analytical skills

Programme Coordinator – Sponsorship Operations

Key Responsibilities:

Learning and Development

  • In Liaison with the People and Culture Office, co-ordinate all Sponsorship training programs for Sponsorship staff in WVK to enhance their skills to effectively implement Sponsorship operations.
  • Provide support for the successful roll out of all Sponsorship program elements  and  sponsorship initiatives in WVK
  • Impart appropriate coaching to Sponsorship staff and other technical project officers. in order to equip, motivate and empower them as per the(SOIs)
  • Support periodic sponsorship trainings (e.g. Transformed Field Environment (TFE), Sponsorship Based Training (SBT 2), Sponsorship 2.0, Sponsorship in Programming (SIP), Sponsorship Single User Interface (SSUI), horizon 3 etc.).
  • Conduct sponsorship management orientation for NO and Regional staff.
  • Support Training of AP staff on Sponsorship 2.0 ProductionCoordinate Chosen events within World Vision Kenya.

Management support

  • Assist Sponsorship Team Leader in Coordination and Supervision of day to day sponsorship operations at NO.
  • Generate and Analyze GNOD and other Sponsorship reports for management decision making
  • Support  in the review of new erea Programs(AP) Assessment and Design Documents
  • Represent Sponsorship Department in SMT in the absence of Sponsorship Team Leader
  • Generate, Analyze and Share with Regional Managers Mid and end Month Standard Operating Indicators ( SOI) reports.
  • Conduct partnering for performance with the direct reports
  • Supervise temporary staff, Casuals and Attaches assigned to Sponsorship department.

Stakeholder Engagement

  • Facilitate SO and sponsor engagement
  • Provide linkages between the Support Offices and the WVK Area Programmes
  • Coordinate the NO sponsorship team to ensure timely responses to SOs and sponsor queries
  • Ensure quality technical representation with EARO, GC and other sponsorship NGOs, Government and other stakeholders.
  • Facilitate integration with other TPs for technical backstopping on well-being issues – health, education and Child Protection and Participation
  • Support local level partnering for sponsorship management and Child Well Being (CWB) through regular training.
  • Coordinate Sponsor Visits from Support Offices.
  • Coordinate timely renewal of MOUs with LIs

Reporting and Documentation

  • Develop sponsorship Monthly Management Reports (MMR) and provide data for CWB Annual Report
  • Consolidate monitoring reports (SSUI/horizon etc.)
  • Review AP Semi- Annual and Annual reports
  • Assess and document capacity gaps and build the capacity of the relevant staff appropriately.Conduct continuous evaluations to determine the impact of the trainings and return on investment.
  • Conduct periodic monitoring visits to  the APs

Technical Support

  • Support consolidation of   best sponsorship practices in the APs
  • Ensure establishment of quality assurance systems and contextualized business processes, in all the APs for data integrity, active RC monitoring and timely reporting.
  • Provide technical support to ensure alignment with Partnership Sponsorship standards.
  • Support implementation of sponsorship in programming.
  • Support the implementation of horizon 3.0 and any other sponsorship modules.

Program Design, Monitoring & Evaluation

  • Provide technical support on sponsorship issues during start of new APs and to transitioning APs
  • Support in the utilization of the standardized Registered Children(RC) monitoring tools in l APs
  • Verify quality of design documents to ensure sponsorship data is included in determining interventions to address gaps in CWB among the RC.
  • Contribute to  baseline/ evaluation planning
  • Generate, analyse and interpret Sponsorship data for utilization by management.
  • Coordinate monitoring visits to the APs


  • Perform any other lawful duties as may be assigned by supervisor or designee from time to time.
  • Participate and contribute in committees and task forces  as appointed Lead /participate in Devotions as required

Required Qualifications,Skills,Experience and Competencies

  • The holder of this position must have a minimum of a Bachelor’s degree in Social Sciences or development studies degree from a recognized University.
  • At least 5 years’ experience in community development work, out of which 3 must be in in Sponsorship related field.
  • Budget management skills.
  • Programming experience
  • Stakeholder engagement experience – sponsors, donors, other departments, internal and external
  • Computer proficiency including Microsoft office (Word, Excel, power point), and Lotus Notes
  • Capacity building experience
  • Coordination experience
  • Excellent analytical thinking and problem-solving skills with the capacity to analyse sponsorship reports to inform management decision-making. 
  • Excellent relations management abilities. Ability to relate to people at all levels internally and externally
  • Programming skills
  • Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint), Web Conferencing Applications, information management systems.
  • Good interpersonal, organizational and management skills
  • The position holder must be a result-orientated leader who can manage and satisfy multiple, donor and other stakeholder demands.
  • Excellent understanding of Sponsorship business processes
  • Demonstrated training, facilitation, mobilization and coordination skills at both community and organization level

Project Manager II

Key Responsibilities:

The Project Manager II role is responsible for the management of one or more medium to large-sized, moderate to high complex projects and Tier 2 project budget.

Individuals within the Project Management job family are responsible for the planning, development and implementation of project efforts. They develop, establish and maintain project management standards and procedures. They are responsible for developing the project scope, defining project guidelines, obtaining business and information technology sponsor approvals and coordinating the resources necessary to successfully complete the project. Other responsibilities include the refinement of requirements, project coordination, development of plans and schedules, resource planning and estimation and project maintenance.

Once a project is set in motion, individuals are expected to communicate major milestones, identify potential project risks, provide continuing direction to the project team and conduct regular status meetings to review project activities. Furthermore, they are responsible for managing the prioritization procedures for changing scope (i.e., change management) and project acceptance procedures. Near the end of the project, they obtain feedback to ensure that project efforts meet customer expectations for contracted time, cost and performance.

Individuals serving in this role require proven skills in managing within a matrix organization. They have excellent communication skills, with the ability to clearly communicate vision, mission, and goals to both business and IT audiences. They have a sound understanding of technology and its application to achieve business objectives. Lastly, they are expected to provide the highest level of expertise in the application of the tools and techniques of the project management discipline.

Relationship Management

  • Develops and maintains productive working relationships with business owners, project sponsors, vendors and key clients.

Project Planning

  • Develops, and continually updates, project plans and schedules.  Develops product breakdown structures. 
  • Identifies project dependencies prior to the start of the project. Works with the Business Analysts and the client to define/refine the project scope. 
  • Facilitates the gathering of information required to estimate project cost, resources, time and deliverables.  Prepares all project management baseline products.

Conflicts/Problem Management

  • Negotiates conflicts and resolves issues that arise.  Acts as a mediator between stakeholders and team members. Resolves any issues and solves problems throughout the project life cycle.

Resource Management

  • Determines staffing requirements and forms project teams. Develops budget requests for resources.
  • Works with resource managers in order to effectively align resources across projects.
  • Provides work direction and leadership to assigned projects, including scheduling, assignment of work and review of project efforts.

Procurement Planning

  • Assists with identifying which resources need to be procured outside the organization.  Describes technical or other issues that need to be considered and assists in the development of Statement of Work (SOWs).

Vendor Performance

  • Determines if external consultants or contractors will be required to complete project plan.
  • Recruits and manages appropriate staffing resources. Provides advice and counsel to the vendor relationship decision-making and contract development processes.
  • Evaluates service provider performance. Approves invoices for payment. Provides an issue escalation path and resolves vendor performance disputes.

Risk Management

  • Identifies the elements of risk in a project. 
  • Analyzes and prioritizes project risks and assesses its potential impact to the client.
  • Develops and maintains risk plans, processes and systems in order to mitigate risk. Creates action plan for risks that occur and follows through on plan. Maintains issue list, proactively escalating issues to project and departmental leadership to mitigate risk. Recommends and takes action to direct analysis and solution of problems.


  • Estimates costs associated with a project including physical, financial and human capital costs. 
  • Develops a detailed cost baseline from cost estimations.  Refines project cost estimates and confirms funding sources. Monitors and controls the actual cost of a project versus the budget. 
  • Reviews bills and evaluates factors that may potentially cause cost changes.  Conducts in-depth root cause analysis of project budget discrepancies.

Standards, Policies, and Procedures

  • Utilizes established project standards, procedures. Contributes to the development of new quality metrics.
  • Compliance to established policies, procedures and standards.
  • Identification of quality metrics.


  • Develops a communication plan to convey project scope, goals, milestones, budget, risk, status, change requests and critical issues to the client and project team.
  • Asesses the effectiveness of the interaction and communication with the client and project team.


  • Coaches or mentors less experienced personnel.
  • Transfer of knowledge to team members.

Job Requirements:

  • Requires 5–7 years of IT work experience, including 2 or more years managing Global Technology and Digital projects.
  • Willingness and ability to travel domestically and internationally, as necessary
  • Effective in written and verbal communication in English.

Preferred Skills

  • PMP Certification, Prince 2 Certification, ITIL 4 Certification, AGILE Certification e.g Professional Scrum Master, Disciplined Agile Certification etc.
  • Project Manager of Global or Regional Technology and Digital Solution projects


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