Sponsorship Database Officer

TEAM/PROGRAMME: Sponsorship Operations
LOCATION: Hanoi office

CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:
The Sponsorship Database Officer will administer the sponsorship database (ASISt) and be responsible for overseeing data collection, data entry, data quality, data maintenance and disaster recovery processes.
• Liaison with Sponsorship centre at SCUS headquarters on issues related to sponsorship technology, data related to sponsorships and best practices
• Liaison with local IT team on managing ASISt server and workstations
• Ensure that sponsorship operational requirements are met as defined by the Policy and field staff/partners receive training on sponsorship operation and data management
• Ensure no downtime or minimal downtime of ASISt with a solid disaster recovery plan

SCOPE OF ROLE:
• Reports to: Sponsorship Manager
• Dotted line report to: Assoc Director, Donor Management System, Sponsorship, IT
• Staff reporting to this post: ASISt Assistant
• Role Dimensions: Work closely with Sponsorship team in Hanoi and Lao Cai offices, ICT Coordinator, MEAL Officer and others when needed.

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY:
1. Administration of ASISt (Automated Sponsorship Information System)
• Perform ASISt administration functions including server and client configuration in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Manage system security and user security in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Plan and execute disaster recovery of ASISt and other sponsorship related work on the local network
• Manage ASISt in a way so it operates to its maximum capacity for the smooth operation of day to day sponsorship activities

2. Lead Data Collection campaigns:
• Plan and execute New Enrollment campaign, Annual Family Update campaign, Mid-year Eligibility Check and PAL campaign
• Facilitate electronic data collection for New Enrollment and Annual Family Updates (AFU)
• Train field staff/partner staff on data/photo collection ensuring the quality check at partner/field level
• Ensure 100% data and photos collected are input/imported into ASISt within the timeline

4. Communication and coordination with main ASISt database in the United States
• Process downstream and carryout subsequent processes within the given timeline
• Create and submit upstream to SCUS headquarters following the guidelines and maintaining the quality of data and photo
• Maintain data integrity between SCUS headquarter ASISt, (CO) ASISt, and field office/partner organizations
• Liaison with the SCUS headquarter ASISt team in troubleshooting issues, maintaining quality and requesting when help is needed

5. Miscellaneous:
• Provide technical support to field staff/partner NGOs
• Train and build capacity of field staff/partner NGOs on sponsorship operation, data collection, correspondence management, 30 day mailing collection, tracking and reporting of progress
• Provide training to relevant staff on ASISt and develop backup
• Manage and oversee other types of data input into ASISt, e.g., sponsor to child correspondence, child ineligible and etc.
• Participate in sponsorship reviews, self-assessments and annual planning processes
• Prepare monthly management report (MMR) and other reports to ASISt sponsorship manager in the area of sponsorship operations

BEHAVIOURS (SCI Values in Practice)
Accountability:
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary. development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.
Creativity:
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.

QUALIFICATIONS
Bachelor’s degree in IT or qualified by relevant professional experience.

EXPERIENCE AND SKILLS
Essential
• Minimum of three years of professional experience in SQL Server database administration preferably with an international NGO
• Advanced knowledge and experience in TSQL
• Advanced knowledge and skills in querying and reporting in Microsoft Access
• Advanced knowledge and skills in Microsoft Word mail merge
• Solid understanding of Windows Server 2012 and later, Windows 10, Windows batch operation and ability to troubleshoot when necessary
• Excellent skills in Microsoft Office application suite including Word, Excel, Access and PowerPoint
• Proven attention to detail and ability to effectively manage a high volume of data Excellent ability to analyse information, evaluate options and to think and plan strategically.
• A flexible and initiative-taking attitude with the ability to manage an unpredictable workload.
• Excellent interpersonal, communication skills.
• Strong English and Vietnamese language skills – both verbal and written, including high capacity in written communications in both languages.
• Experience of problem solving.
• Good project management skills.

Desirable
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches.
• Knowledge of international humanitarian systems, institutions and donors.
• Ability and willingness to change work practices and hours in the event of major Sponsorship campaigns.

Additional job responsibilities
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

- Under company's policy

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