Plan International Kenya – Data Entry Clerk – Sponsorship.

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The Organization

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. Our ambition is to see All Girls Standing Strong Creating Global Change by breaking down the barriers and discrimination girls and young women currently face. We aim to reach 200 Million girls in the next five years. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.  

With approximately 38 years of experience in implementing its programme, Plan International Kenya (PIK) mainly operates in 10 geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu and Tana River.

Plan International Kenya Strategy statement

PlK’s strategic goal in the next five years is to end teenage pregnancies and end all forms of sexual and gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach directly approximately 2.75 million (children, including girls and Young Women over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions. 

The Role

The Data Entry Clerk will contribute to quality and timely sponsorship communications at the Program Unit/satellite office levels in line with organization’s policies and guidelines. S/he will be responsible for efficient sponsorship processes including receiving & processing sponsorship communications, tracking performance, quality assurance, reporting and dissemination of good practices.  Additionally, S/he will ensure safety and security of sponsorship related documents at the office level as per Plan safeguarding and data protection policies
 Accountabilities and MAIN WORK ACTIVITIES

Programme and project design and influence (30%) 

  • Ensure that all sponsorship communication items are of quality and accurately processed into the ChildData system before the close of every month.
  • Support field staff in monitoring of advance production targets for sponsorship communications.
  • Tracking and processing of incoming communications in a timely manner and as provided for by the sponsorship guidelines.
  • Generate monthly sponsorship reports (including cancellation trends, death analysis among others) and share with PU management to support decision making.

Quality improvement and standards (30%)

  • Ensure all outgoing communications meet quality standards and are processed in ChildData system on timely manner/as per business rules
  • Review all submitted sponsorship letters to ensure they meet business rules requirements (dialogue worth, child participation & have no inappropriate content).
  • Utilization of the ChildData and Query Tool systems as per Plan International policies.  This is as regarding access, uploading & extracts processing.
  • Weekly tracking of sponsorship performance (as per advance tracking tool) and sharing updates/reports with PUM for follow-up.
  • Ensure Program Unit child sponsorship caseload management by effective close monitoring of enrolments, cancellations and monthly caseload balancing.
  • Maintain a good filing system for sponsored children data including cancelled files.

Working in Partnership and resource mobilisation (30%) 

  • Extracts to-do reports and master lists for frontline staff on monthly basis/as required
  • Provide monthly feedback to sponsorship field staff and partners to enhance quality communication products.
  • Identify capacity gaps for community volunteers & community-based organizations and support field staff to address them.
  • Ensure all processed sponsored children files are dispatched to the field in a timely and organized manner.
  • Ensure stock and inventory control for the sponsorship department

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

  • Reviews all sponsorship communications before uploading to ensure they comply with safeguarding practices.
  • Ensures sponsorship communications & files in PU office are stored and disposed as per sponsorship business rules.
  • Supports induction of front-line staff, partners and community volunteers on safeguarding practices in sponsorship.
  • Prepares and shares monthly reports in relation to safeguarding issues highlighted in sponsorship communications
  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
  • Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
  • Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Other duties (5%)

  • Any other duties as assigned by the supervisor


  • Setting high standards for self and others’ behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
  • Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
  • Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
  • Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
  • Positive about change and supporting others in adjusting to it, helping them understand.

Business Management competencies

  • Applies the Code of Conduct principles to their work activities.
  • Understands their responsibilities, level of decision making and how their role contributes to the wider team.
  • Works in accordance to the policies and procedures relevant to their role and responsibilities.
  • Uses the personal development tools available.

Technical expertise, skills and knowledge

Qualifications/ experience essential: 

  • University degree in Community Development, computer studies or related field.
  • At least one-year experience working in similar position.
  • Computer literate (MS Office Word, Internet Explorer, Excel etc.)
  • Computer skills and Internet knowledge.
  • Proven typewriting and proof-reading skills.

Languages required 

  • Fluent in written and oral English and Kiswahili.


This position requires integrity, a team player, a person keen to detail and one with a positive disposition, in the way they relate to people in order to achieve the desired outputs and deliverables.


  • Knowledge of child sponsorship and operations


  • Mastery of the ability to analyse data and trends.


  • Role model our values and behaviours both internally and externally.
  • Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
  • The ability to build collaborative working relationships
  • Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Disclaimer: Plan International does not require applicants to pay any fee at whatever stage of the recruitment and selection process. We therefore advise the general public to exercise due diligence when applying for employment.


The application deadline is on 09/08/2022.




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