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-Urgently Required-
Sponsorship Assistant (Based in Chiang Mai)
Roles:
This role is responsible for providing assistance to facilitate the administration of building relationship and sponsorship in line with established requirements, policies, procedures, and contribute for achievements of Plan Thailand’s building relations & sponsorship strategy.
To ensure the effectiveness of sponsorship communications managements in accordance with Plan’s requirements and support CBOs/communications in sponsorship activities
Responsibilities :
I) Quality and Quantity of Sponsorship Communications
1. Incoming and outgoing NOIs and SP visits
Update records all incoming and outgoing NOIs of PU in tracking systems as soon as receiving them from NOs or PU
Share NOI report to related persons on a monthly basis
Prepare list of overdue NOIs/SP visits every week and immediately submit to related persons for following up with frontline staff
Update SPs visit date on the country visit board when receiving visit notifications from NOs
File hard copies of NOIs/SP visits by NOs and make sure that the files are always up to date.
Accompany SPs as per request by supervisor.
Coordinate with concerned persons to get sponsorship products, to monitor and control the quality of sponsorship products.
Manage and process sponsorship products sent locally and internationally.
2. Direct Communications
2.1 Administration
Check weekly all incoming direct communications mails and parcels from NOs and USSPs.
Sort incoming mails by PU and check the completeness of all attachments.
If any, keep records of money, cheque contained in the mails and return them to USNO with special covering memo. Then send report to supervisor and USNO immediately.
Cut off SP addresses on letters before sending them to PU to ensure that no SP addresses are sent to SCs.
Check the content of all incoming USSP letters and record them all in excel file, then print DCR transmittal slips and send them to SCS with the letters.
Check 100% of the quality of all DC response letters and keep record of those letters in excel file.
Prepare DC mailing for two SPs group. For available SP address letters, keep each DCR in envelope, write down SP address and mail it directly to SP.
Prepare an extra covering list of unavailable SP address letters and send it with original letters to NO.
Keep weekly all outgoing DC letters.
Prepare DC report to NO through supervisor, as quarterly basis.
2.2 Monitoring of the completeness of DC implementation and follow up with PU
Ensure that SS’s receive all USSP letters (DCL) every time by checking with the transmittal slips.
Immediately give feedback/comments if PU staff do not receive any or if some letters/attachments are missing.
Prepare overdue DC list and report to Sponsorship Manager to follow up with PU and to share in the meetings as necessary.
II) Communication despatching and petty cash for mailing.
Check all items with outgoing list and keep lists in record file.
Pack all stuffs by NOs and prepare country control sheet.
Keep record of mailing cost on weekly basis and submit to supervisor.
Assist SM to prepare liquidation report papers of the past week and submit the request for advance payments to Accounting Unit every Friday.
Keep up-to-date records of petty payment with support documents and make sure a replenishment is done accurately and timely.
III) Assistance to SM in building capacity of CBOs staff /CVs in sponsorship management for qualified communications as required
Provide assistance as assigned.
Participate in CBO meetings as necessary.
Take field visits to follow up NOIs, and other related sponsorship work/process
Do random check of SC folders as necessary.
Provide SM with problem shoots.
Qualifications:
Bachelor Degree in English or related fields.
Good command of English: speaking, reading, and writing.
At least 2-year experience in admin. work especially in sponsorship administration will be advantage
Previous work experience with NGOs will be advantage
Computer Literacy and good interpersonal skill
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