Senior Program Coordinator

The Senior Program Coordinator (SPC) oversees implementation of the Operation 100 Strategy in Kenya, including short-term surgical programs, hospital-based surgical care, hospital partnership development, data collection and reporting, and strategic program design, planning, budgeting, and implementation. The SPC works closely with the Country Manager, regional teams, and HQ to ensure effective implementation of Operation Smile International (OSI) strategy in Kenya.

Short-Term Surgical Programs (STSP)

• Oversee the planning, delivery and evaluation of a Short-Term Surgical Program (STSP); This includes working hand in hand with the program, finance and hospital teams to plan and execute.
• Liaise with the Patient Coordinator to ensure well-rounded patient centered planning and implementation of programs.
• Be familiar with the OS Global Standards of care and keep these at the core of all decision-making.
• Facilitate facility assessments to identify and address gaps. Provide field updates and submit adverse events forms, where applicable.
• Effectively collaborate with appropriate government, non-government and international agencies.
• Assist in creating networks and support to ensure smoothly run, safe, and cost-effective medical programs with new and existing stakeholders.
• Establish good working relationships with community groups, volunteers, funders and other stakeholders.
• Collect data and prepare and submit reports to donors, partner countries, and OSI.
• Support Procurement and Logistics Officer in inventory management of the medical equipment and supplies.
• Work alongside the Senior Program Coordinator for Capacity Building to plan and implement education programs during STSPs.

Hospital based Partnership- Surgical care

• Oversee hospital partner operations to ensure efficient delivery of medical and surgical care.
• Regularly monitor medical supply tracking systems and advise on the needed procurements to avoid interruptions in direct patient care.
• Work alongside the Patient Coordinator to support cleft clinics, patient screening and surgeries.
• In collaboration with hospital representatives, facilitate compliance with safety standards, including supporting regular orientation and refresher training.
• Collect data and prepare and submit reports to donors, partner countries and OSI.
• Work alongside the Senior Program Coordinator to plan and implement education programs during ongoing care.
• In collaboration with the Country Manager, procurement, finance and logistics teams, support the implementation of hospital investments.

Volunteer Management

• Work with the Senior Program Coordinator for Capacity Building to ensure volunteer management aligns with Operation Smile strategy, surgical programming, and education needs.

Community Outreaches

• Oversee planning and implementation of community outreach programs.
• Support the Patient Coordinator to undertake community outreach activities.

Student Programs

• Collaborate with HQ and local student club leadership to establish, grow and sustain a vibrant student network to support the foundation’s vision and mission.
• Develop an innovative and motivating student programming that offers individual opportunities for growth and exposure for students, both nationally and internationally.
• Manage students’ needs and set expectations prior to any event or activity.

Monitoring and Evaluation

• Ensure timely submission of all countries monthly / quarterly and annual program data.

Leadership

• Supervise and support direct reports in implementing their responsibilities.
• Conduct quarterly KPI reviews for direct reports.

Resource and Finance Management

• Ensure STSP and hospital-based medical and surgical activities are implemented within approved timelines and budget.
• Work closely with the Finance Manager to align program activities to the budget.
• Participate in regional finance meetings to provide input on the monthly variance. reviews, forecasts, drawdown of funds, and identify areas of potential overspend of savings when implementing an activity.
• Submit expense reports within designated timeframes.

Policy and Advocacy

• Work alongside the Country Manager to support implementation of country`s national policy and advocacy strategy.

General Team Performance

• Foster a collaborative and inclusive team culture, ensuring effective coordination between local and international teams in alignment with organizational protocols.
• Demonstrate proactive planning and communication.
• Prepare for and actively participate in scheduled team meetings.
• Support in updating Operation Smile Kenya’s social media pages, in line with set policies.  
• Prepare for and actively participate in team reviews.
• Work hand in hand with relevant internal and external stakeholders.
• Perform other duties as may be delegated from time to time by the Country Manager.

Experience Required (education/work):

• Bachelor’s degree in any medical field.
• 5+ years of international program / project experience.

• Experience in project management.
• Work experience in an international NGO context.
• Medical field exposure is preferred.

Characteristics/Skills Required:

• Excellent oral and written English communication skills required.
• Ability to work off hours, sometimes responding to calls or e-mails early in the morning, late at night or on 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.