Program Operations Coordinator

1 week ago


UAE, United Arab Emirates Operation Smile Full time

**A**bout Operation Smile*
At Operation Smile, we believe that safe, well-timed surgery is an essential health service that should be accessible to all families. Since 1982, we’ve provided free surgery and comprehensive services to patients with cleft lip and cleft palate, and we do so with love as a part of our core values. We hire talented people who want to join in our vision of helping improve health and dignity for many around the world.
With nearly four decades of experience as one of the largest surgical volunteer-based nonprofits, Operation Smile staff, its private-public partnerships and thousands of volunteers have improved the health and dignity of patients with cleft conditions, helping them to better breathe, eat, speak and live lives of greater quality and confidence. While one cleft surgery can transform a child’s life in as little as 45 minutes, Operation Smile is committed to providing patients with health that lasts by being there to offer patients additional surgeries, dentistry, psychological services, speech therapy and other essential cleft treatments. Its training and education programs elevate local surgical standards and entire health systems, aid safe surgery and enable a global network to reach more people earlier in their lives.

**General Description**:
The Operations Coordinator contributes to Operation Smile’s programmatic success through program preparedness assessments, resource allocation and operational oversight and support for programmatic teams in a region (portfolio of countries). The Operations Specialist is based in the United States and works closely with field based Regional Directors, Regional Program Managers, and Headquarters based Program Strategy, Volunteer Resources, Education and Training, Medical Oversight, Logistics, and various other units to ensure high quality care, efficiency, and effectiveness on all activities.

**Essential Functions**:

- Resource Allocation and Operational Performance_
- Understand and monitor resource needs through annual country activity plans, quarterly performance (M3) reviews, new opportunity proposal process, and ongoing weekly assessment and communication with the country teams.
- Continuously assess program preparedness and performance through established program performance indicators, tools, and processes. Maintain lead programmatic indicator tracker provide program planning status updates, escalate challenges, and concerns to relevant stakeholders.
- Serve as centralized source of information to support daily operational decisions regarding resource allocation and continuous performance improvement. Ensure/support timely allocation of resources from headquarters to support program execution, to include volunteers, supplies and equipment, technical content, support staff deployments, and other operational areas.
- Act and operate as an internal consultant, working directly with multiple stakeholders, management, and various related departments to minimize complexities and optimize program performance and effective operations. Co-manage centralized repository of processes and collaborate on improvement or development of new operational processes and tools.
- Support country teams in the execution of day-to-day operations and delivery on strategy and operational plans.
- Enforce adherence to an established operating rhythm of the business to ensure programs and activities are running effectively and efficiently to meet goals and objectives. Promote adherence to the decision-making process and operating model/process among the country and regional teams.
- Support creation, identification, and insights of metrics to improve program planning performance.
- Operational & Program Planning Support_
- Continuously track, monitor, and provide updates to the programmatic activity schedule (MPS) for the region, as well as track and update relevant metrics. Disseminate information to appropriate stakeholders.
- Engage regularly with foundation programmatic staff to proactively confirm details and identify required resources for upcoming programs by quarter.
- Review implementation plans for applicable activities and disseminate to relevant stakeholders. Facilitate program support for foundations across HQ departments, escalating resource requests and programmatic concerns to relevant stakeholders.
- Ensure adherence to OSI program planning standards, processes, and utilization of systems and tools. Communicate process, material, and document updates to foundation staff, providing or facilitating training as needed. Promote established program management practices.
- Introduce and lead regional and country calls in collaboration with Regional Medical Officers and other technical departments and teams to assess program planning and performance.
- Organize training and onboarding of regional staff pertaining to operational systems and processes. Plan regional conferences as needed. Facilitate or participate in planning calls for p



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