Program Coordinator

Description

The Program Coordinator will play a crucial role in supporting and managing the planning, coordination, and follow-up of all Operation Smile surgical and non-surgical programs in Tanzania. This includes facilitating the execution of surgical missions, nutrition initiatives, patient recruitment and referrals, as well as coordinating surgical training rotations and visiting professorships. Additionally, the Program Coordinator will be responsible for clearing cargo and managing the logistical needs of volunteers, patients, and partner hospitals. Reporting directly to the Country Manager for Tanzania, and supported by the Regional Director for East Africa, the Program Coordinator will work closely with other departments at Operation Smile International (OSI) to ensure the safe and successful delivery of programs.

General Summary Of Duties

The Program Coordinator’s duties shall include, but shall not be limited to:

Country Plans And Budgets

• Develop a comprehensive understanding of OS Tanzania’s Country Plans and budgets.
• Monitor and support quarterly activities across all key program areas.
• Assist the Operation Smile Tanzania Country Manager in managing all aspects of Operation Smile Tanzania’s operations.
• Ensure fiscal responsibility in line with budgetary requirements, avoiding overspend or underspend in designated areas.

Surgical Programs – Planning, Implementation and Administration

• Coordinate the execution of the quarterly program plan for Operation Smile Tanzania, including fact-finding missions, educational activities, assessments, patient recruitment trips, hospital visits, surgical training rotations, visiting professorships, and surgical missions.
• Under the direction of the Country Manager, oversee the implementation of surgical programs in Tanzania, managing logistics for volunteers, patients, and partner hospitals.
• Key tasks include arranging volunteer accommodation, transport, and meals; confirming in-country volunteer participation; managing temporary medical licensure and visa applications; coordinating cargo clearance and medical supply procurement; and collaborating with hospitals to confirm program dates, space, and supplies.
• Manage cash advances and ensure timely reconciliation and reporting.
• Ensure all programs meet Global Standards of Care in collaboration with the Regional Medical Officer and medical leadership.

Coordinating Education activities and credentialing processes for volunteers

• Work with the Country Manager and medical leadership to develop a comprehensive training plan that aligns with the long-term goals of building multidisciplinary cleft care teams.
• Identify and prioritize key training needs across various disciplines, including surgery, nursing, anesthesia, biomed, and allied health, ensuring that all aspects of cleft care are addressed.
• Establish clear training pathways that guide the professional development of healthcare providers, from foundational skills to advanced specialized competencies.
• Collaborate with hospital partners to identify suitable candidates for training and ensure alignment with hospital capacity-building goals.
• Work closely with hospital administrators and department heads to schedule training sessions that fit within their operational workflows, minimizing disruptions to patient care.
• Coordinate the logistics for visiting professors, including travel arrangements, accommodation, and collaboration with local teams to deliver impactful, hands-on training.
• Facilitate knowledge transfer between visiting experts and local teams, ensuring that skills and practices are embedded and sustained within the partner hospitals.
• Evaluate the impact of visiting professorships through feedback from participants and performance assessments, refining future programs based on these insights.
• Organize AHA training sessions, ensuring that critical life-saving skills such as Basic Life Support (BLS) and Advanced Cardiovascular Life Support (ACLS) are imparted to key healthcare providers.
• Coordinate nursing-related training programs that focus on perioperative care, infection control, patient management, and post-operative follow-up specific to cleft care.
• Facilitate specialized training programs for biomedical technicians, focusing on the maintenance and repair of surgical equipment, anesthesia machines, and other critical medical devices.
• Partner with local technical schools or training institutions to provide ongoing education and hands-on experience for biomedical technicians, ensuring the sustainability of equipment and technology in partner hospitals.
• Support the credentialing of medical and non-medical volunteers through the Global Volunteer Management System, in line with global standards, ensuring that trained staff remain up to date with current best practices.

Nutrition Program

• Collaborate with hospital nutritionists, paediatricians, and community health workers to develop and implement a comprehensive nutrition care program tailored to the needs of cleft patients.
• Establish protocols for early identification and referral of malnourished cleft patients, ensuring timely intervention to optimize their nutritional status before surgery.
• Design and implement nutrition education sessions for patients’ families, focusing on the importance of proper feeding techniques, nutritional supplements, and addressing common feeding challenges in cleft-affected children.
• Work with hospital nutrition teams to integrate pre-surgical nutrition optimization into routine patient care, ensuring that all cleft patients receive a thorough nutritional assessment.
• Coordinate the provision of specialized feeding devices, formulas, and supplements for inpatients, collaborating with dietitians and medical staff to monitor progress and adjust care plans as needed.
• Implement follow-up protocols to monitor the nutritional status of patient’s post-surgery, ensuring they continue to receive the necessary support to achieve optimal recovery.
• Identify and procure essential nutrition supplies, including specialized feeding devices, therapeutic foods, and supplements, from both local and international sources.
• Develop and maintain an inventory system to ensure that nutrition supplies are consistently available at hospitals and community clinics, preventing shortages that could delay surgery.
• Collaborate with procurement teams and suppliers to ensure that all nutrition products meet quality and safety standards and are delivered in a timely manner.
• Collect and analyse data on patient outcomes, feeding practices, and nutrition-related challenges to inform continuous improvement of the program.
• Report on program impact, identifying successes and areas for enhancement, and share best practices with other regions or partners involved in cleft care

Patient Recruitment and Referrals

• Collaborate with the Patient Coordinator to implement an effective patient recruitment strategy for cleft patients in Tanzania.
• Validate patient numbers, recruitment processes, and needs to enhance the recruitment and patient management strategy.
• Engage with government liaisons, patient advocates, development partners, and other stakeholders to support recruitment efforts.
• Identify and build partnerships with local organizations to maximize the impact of the recruitment strategy.
• Partner with community health workers and local clinics to extend nutrition care into the community, focusing on early intervention for infants with cleft conditions.
• Support referral pathways to care, whether through partner sequencing or short-term surgical programs.
• Manage post-operative follow-up and, where possible, other aspects of comprehensive care for patients.

Medical Cargo Facilitation & Administration

• Develop and maintain comprehensive lists of required medical supplies, pharmaceuticals, and consumables for each program.
• Collaborate with internal stakeholders, including medical teams, logistics personnel, and procurement officers, to establish an efficient supply chain plan that aligns with program needs and timelines.
• Ensure that supply lists are regularly updated based on feedback from previous missions and evolving program requirements.
• Identify reliable in-country suppliers for pharmaceuticals and consumables, ensuring that all products meet quality and regulatory standards.
• Coordinate the procurement of medical supplies from both local and international sources, ensuring timely and cost-effective delivery.
• Facilitate the importation and clearance of medical cargo through Tanzanian customs, working closely with freight forwarders, customs officials, and government agencies to minimize delays.
• Prepare and maintain detailed documentation for all shipments, including invoices, packing lists, certificates of origin, and regulatory compliance records.
• Implement a robust system for tracking and managing inventory levels at program sites, ensuring that all supplies are accounted for and readily available when needed.
• Monitor usage rates of medical supplies during missions, providing real-time updates to the Country Manager and medical teams to prevent shortages or overstocking.
• Conduct regular audits of medical inventory to identify any discrepancies and ensure accurate reporting.
• Ensure that all medical cargo adheres to Tanzanian regulations, including health and safety standards, import/export requirements, and pharmaceutical guidelines.

Requirements

Education Experience:

• Bachelor’s degree in Nursing, Business Administration, Social Sciences, Non-Profit Management, Public Health or a related field.

Professional Experience

• At least 2 years of experience in international program or project coordination, preferably within the non-profit or humanitarian sector.
• A minimum of 2 years of office management experience, demonstrating strong organizational and administrative skills.
• Experience working within an international NGO context, with a solid understanding of program implementation in low-resource settings.
• Exposure to the medical field, particularly in surgical programs, public health, or healthcare systems, is highly advantageous

Characteristics/Skills Required

• Excellent oral and written communication skills in both English and Kiswahili are essential.
• Ability to work outside regular hours, including being on-call and responding to calls or emails early in the morning, late at night, or on weekends.
• Willingness to travel extensively within Tanzania, including on weekdays and weekends, as program needs dictate.
• Strong organizational and time management skills, with the ability to efficiently prioritize multiple requests and tasks in a fast-paced environment.
• Proven ability to manage stress and maintain focus, ensuring timely and effective execution of responsibilities.
• Approachable and personable, with the ability to build and maintain positive relationships with colleagues, stakeholders, and partners.
• Ability to handle sensitive situations with diplomacy, tact, and cultural sensitivity, ensuring effective communication and collaboration in a diverse environment.
• A motivated and proactive individual with a demonstrated ability to lead, coordinate, and facilitate projects and multidisciplinary teams.
• Capacity to work independently and as part of a team, driving initiatives to successful outcomes