Operation Smile South Africa: Senior Programme Coordinator

Operation Smile South Africa
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Wednesday, 21 March, 2018
Opportunity type: 

Operation Smile is a global nonprofit organisation that provides free life changing surgery to children and adults suffering with facial deformities, more specifically cleft lips and/or cleft palates.
Operation Smile South Africa seeks to appoint a Senior Programme Coordinator, based in Cape Town.

The purpose of the Senior Programme Coordinator position is responsible for supporting and facilitating the planning, coordination and follow-up of surgical and education programs in South Africa. This includes facilitating patient recruitment, patient referrals, development of a clinic program, surgical weekends (if/as needed), education and training programs, the World Care Programme, and will collaborate with Senior Volunteer and Operations Coordinator on cargo and logistics.

Patient Recruitment and Referrals – Oversight and Support

  • Develop a patient recruitment strategy, with requisite approvals from the Country Manager and Regional Director
  • Liaise with OSI Programme Officers
  • Incorporate government liaisons, patient advocates, development partners and other stakeholders into plan
  • Upon approval, execute and oversee the patient recruitment strategy in collaboration with the Patient Coordinator
  • Manage patient referral process and patient database management, and its integration into the patient recruitment strategy and surgical delivery programs
  • Oversee and support Patient Coordinator with his/her implementation of the patient referral strategy. 

 Surgical Delivery Programs – Planning, Implementation and Administration

  • Support the development of a one to three years programme plan for surgical delivery and comprehensive care for patients in South Africa, with requisite approvals from the Country Manager and Regional Director
  • Liaise with necessary departments and OSI Programme Officers in the implementation thereof
  • Surgical delivery may include local missions, surgical weekends and patient referrals, as deemed appropriate
  • Implement and oversee execution of the programme plan, including fact finds, assessments, patient recruitment trips, hospital visits, surgical weekends or missions. Coordinate with the Volunteer and Operations Coordinator as necessary for volunteer recruitment for these programmes
  • Collaborate with Country Manager and OSI Programme Officers to implement a clinic strategy for on-going support to identified hospitals as needed, including partnering with their hospital management, craniofacial, plastic surgery or maxillofacial surgery departments
  • Facilitate, with the Regional Medical Officer and other medical leadership, the safety of all programmes based on the Global Standards of Care
  • Provide reports on programs to facilitate institutional knowledge and lessons learned for future programs. Provide feedback to sponsors and volunteers

 Education Programmes – Planning, Implementation and Administration

  • Work with the Snr Volunteer and Operations Coordinator, Country Manager and OSI Programme Officers to expand education initiatives and programmes offered through assessing the needs and desires of medical professionals in South Africa, particularly Operation Smile credentialed volunteers and the OSSA Medical Council
  • Support the development of a one to three years’ strategic plan for Education programs, with requisite approvals from the Country Manager and Regional Director. Liaise with necessary departments and OSI Programme Officers in the implementation thereof
  • Develop and coordinate the existing Basic Life Support (BLS), Pediatric Advanced Life Support (PALS) and other American Heart Association (AHA) programmes, as well as the training of instructors as needed
  • Develop and implement Helping Babies Breathe and Helping Mothers Survive programs
  • Host educational conferences or symposiums depending on interest and need

 World Care Programme – Planning, Implementation and Administration 

  • Liaise with foundation staff about identified World Care Patients
  • Communicate with Operation Smile South Africa contacts for provision of World Care surgeries, and ensure proper communication back to foundation staff on material needed or decisions made
  • Assist in the logistics required for a patient after arriving to South Africa, including lodging, translators, ground transportation, etc. by engaging volunteers and other existing services and resources as opportunities present themselves
  • Maintain regular and timely communication with partners, funders, foundation staff, and other stakeholders
  • Periodically update World Care Programme Manual
  • Manage World Care budgets

 Programmatic Support

  • Collaborate closely with the Senior Volunteer and Operations Coordinator to under the volunteer network in South Africa, and the processes that the Senior Volunteer and Operations Coordinator implements to manage and support those volunteers
  • Identify areas of opportunity for small cash or in-kind donations to support the surgical programs
  • Liaise with the Country Manager to integrate programme plans into larger donor asks for cash or in-kind donations
  • Work with Communications Coordinator to obtain coverage and recognition for Operation Smile programs

 Medical Cargo Facilitation and Administration

  • Collaborate with the Senior Volunteer and Operations Coordinator to facilitate the appropriate distribution of equipment throughout Sub-Saharan Africa, as necessary
  • Maintain good communication with foundation offices, the OSI logistics team, OSI Programme Officers and Programme Coordinators as necessary, and partners who help ship the equipment and clear customs, as well as other stakeholders
  • Track and implement the timely completion of equipment and instrument maintenance, in coordination with the OSI Associate Programme Officer

 Leadership and Management

  • Assist in the hiring, training, and leading of the Programmes team, when applicable.
  • Manage the Patient Coordinator
  • Conduct performance assessments and give feedback, individual development plans or performance improvement plans for Programmes team (when applicable)
  • Resolve issues with staff as necessary, and in a timely and professional manner
  • Provide exemplary model of professionalism to programme coordination team

Activity Planning and Implementation

  • Write an annual activity plan for programmes and education activities, including missions, surgical weekends, center activity, patient referrals, awareness campaigns, education initiatives and trainings, World Care Programme, and other activity as applicable
  • Support in developing a one to three years’ strategic plans for South Africa programmes and education, working closely with each department for the implementation thereof
  • Work with the Country Manager and OSI Programme Officers to assess and improve programme related processes and systems for continuous improvement
  • Work with the Country Manager and OSI Programme Officers to build NGO partnerships and further collaboration opportunities
  • Prepare for annual logistics needs based on the identified activity plan for South Africa and other regional activities, as necessary

 Communication and Collaboration

  • Provide support and maintain communication with OSI Programme Officers, OSI Programme Coordinators, OSSA programmes team, and local partners during the planning, execution and follow-up phases of all programmes
  • Communicate regularly with Country Manager, OSI Programme Officers, Regional Medical Officers, Regional Director, and International Programmes team at Headquarters to facilitate well-structured programmes and ensure the organization is aware of activities taking place within the region

 Business Operations

  • Write and manage Programs and Education Budget in collaboration with the Country Manager, OSI Programme Officer and Office and Finance Manager
  • Support the coordination of special events such as team retreats, social events or conferences as needed
  • Plan, execute and attend medical and volunteer programmes when appropriate/needed
  • Provide statistical and qualitative reports of relevant data to Country Manager, OSI Programme Officer and other Operation Smile personnel on an on-going and as needed basis
  • Other duties as needed


  • Bachelor’s degree in Business, nonprofit Management, Public Health, International Relations, Anthropology, Foreign Language, or a related field
  • Minimum of two years of international programme / project experience
  • Two years of office experience
  • Experience living and/or working abroad a plus
  • Work experience in an international NGO context
  • Medical field exposure would be helpful
  • Oral and written English communication skills required
  • Second language proficiency is desirable
  • 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 South Africa and abroad as needed, including weekdays and weekends
  • Organisation and time management skills and be ability to prioritise requests efficiently and effectively
  • Approachable personality with ability to manage stress and communicate needs appropriately
  • Motivated with proven ability to lead, coordinate, and facilitate projects and teams
  • Ability to handle issues with diplomacy, tact and cultural sensitivity

To apply, submit cover letter and CV to CareersSA@operationsmile.org

Please quote the source of this advertisement in your application - NGO Pulse Portal

If you have had no response to your application within two weeks, please consider it unsuccessful 

For more about Operation Smile South Africa, refer to southafrica.operationsmile.org

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies

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