Program Coordinator 97 views

OPERATION SMILE in Ethiopia

JOB DESCRIPTION: PROGRAM COORDINATOR

Title:

Program Coordinator

Start Date:

July 1st 2021

Reports to:

REGIONAL DIRECTOR, Ethiopia

Travel:

Frequent Domestic and Some International Travel

Duty Station/Location

Jima, Ethiopia

OVERVIEW

This Program Coordinator position is responsible for supporting and facilitating the planning, coordination and follow-up of surgical and education programs as well as supporting patient management activities in Ethiopia. This includes facilitating patient recruitment, patient referrals, sequencing patients for surgery, coordinating surgical training rotations and visiting professorships, and clearing cargo. The Program Coordinator will report to the Regional Director for Ethiopia and will also collaborate with the Regional Medical Officer, and other departments at OSI to facilitate successful and safe programs. The Program Coordinator will also facilitate relationships with necessary government, hospital, and other stakeholders in Ethiopia to implement these programs.

GENERAL SUMMARY OF DUTIES:

The Program Coordinator is responsible for:

Surgical Programs – Planning, Implementation and Administration

• Coordinate execution of the annual program plan activities for Ethiopia, including fact finds, education activities, assessments, patient recruitment trips, hospital visits, surgical training rotations, visiting professorships, or missions.
• Plan, implement and wrap-up surgical programs in Ethiopia, including responsibilities for volunteer, patient, and hospital logistics. Programs will include but are not limited to surgical training rotations and visiting professorships. Specific work includes volunteer accommodation, transport & meals, confirmation of in-country volunteer participation, application for temporary medical licensure and visas, cargo clearance and in-country medical supply procurement, patient accommodation, transport & meals, and collaboration with the hospital to confirm dates of the program and that space and supplies are provided to safely and successfully host the program.
• Liaise with necessary departments at OSI in the implementation of programs.
• Facilitate the safety of all programs based on the Global Standards of Care with the Regional Medical Officer, Regional Director, and other medical leadership.
• Provide reports on programs to facilitate institutional knowledge and lessons learned for future programs. Provide feedback to sponsors and volunteers.

·      Work with the Regional Director to build NGO partnerships and further collaboration opportunities.

 

Patient Recruitment and Referrals

• Help develop and implement a patient recruitment strategy for cleft patients in Ethiopia with support from the Regional Director and Patient Coordinator. Collaborate with government liaisons, patient advocates, development partners and other stakeholders.
• Manage patient referral process and patient database, and its integration into the patient recruitment strategy and surgical delivery programs.
• Support patient recruitment with our partners.

 

Medical Cargo Facilitation & Administration

• Collaborate with OSI logistics department, Regional Director and Program Manager regarding the best practices and creative solutions for procuring needed materials to support service delivery programs in Ethiopia.
• Develop required lists of supplies and collaborate with other stakeholders to identify a supply chain plan.
• Support with procuring pharmaceuticals and consumables from in-country sources as needed.
• Support cargo clearance for shipments as needed.

 

Collaboration with Education Partners

·      Represent Operation Smile in its partnership with Jimma University Medical Center (JUMC) and other in-country stakeholders to increase the provision of cleft surgery and other comprehensive care services. Ensure that regular surgical care is provided by the surgical team at JUMC in collaboration with the JUMC Medical Director. Support on-going communication between OS and the JUMC.

·      Identify and incorporate training opportunities provided through and to the plastic and reconstructive surgery department, anesthesia department, biomedical and nursing departments.

·      Support implementation and development of the speech therapy project in collaboration with Transforming Faces. Supervise and work closely with the Speech Language Pathologists at JUMC

·      Develop and coordinate Basic Life Support (BLS), Pediatric Advanced Life Support (PALS) and other American Heart Association (AHA) programs, as well as the training of instructors as needed.

·      Host educational trainings, conferences or symposiums depending on interest and need.

 

Communication and Collaboration

·      Provide support and maintain communication with the , Regional Director, other departments at HQ, and local hospital, government, NGO, and other partners during the planning, execution, and follow-up phases of all programs.

 

EXPECTATIONS:

• Position will be based in Jimma, Ethiopia, and may include monthly/quarterly travel throughout other potential program areas in Ethiopia. Periodic international travel may also be required.
• Daily work, when not running programs, is expected to be a full work day (8hrs).
• Position will follow Ethiopian holiday schedule.
• Position will seek access to increased communication capabilities as feasible.

QUALIFICATIONS:

Experience Required (education/work):

Ÿ Bachelor’s degree in Business, Social Sciences, Non-profit Management, Public Health, International Relations, Anthropology, Foreign Language, or a related field.

Ÿ 2+ years of international program / project experience.

• 2+ years of office experience.
• Work experience in an international NGO context.
• Medical field exposure would be helpful.

 

Characteristics/Skills Required:

• Excellent oral and written English and Amhara communication skills required.
• Ability to work off hours (on-call), sometimes responding to calls or e-mails early in the morning, late at night or on weekends.
• Willingness to travel within Ethiopia as needed, including weekdays and weekends.
• Must have excellent organization and time management skills and be able to prioritize requests efficiently and effectively.
• Approachable personality with ability to manage stress and communicate needs appropriately.
• Must be a motivated individual with proven ability to lead, coordinate, and facilitate projects and teams.
• Must be able to handle issues with diplomacy, tact and cultural sensitivity.

No job description can be all encompassing. Associated duties which can be reasonably considered to be part of the job shall form part of the job responsibilities. In addition, if required, an employee may be allocated to other temporary duties, provided these are in keeping with his/her skills and experience

The Program Coordinator will at all times, act with professionalism in all activities and will maintain the confidentiality of the privileged management and donor information. The person will readily accept new assignments consistent with the mission of Operation Smile.