Orphan Care Coordinator

Position Summary:

Reporting to the Executive Director, the Orphan Care Coordinator will guide and administer all humanitarian programs abroad by maintaining solid communication with related partners. S/he will be responsible for communicating with overseas partners and preparing project updates and needs for the staff, board of directors and all related constituents. Job duties include developing & maintaining program structure, processes, policies and procedures for each of the organization's outreach initiatives.

Primary Responsibilities:

1. Guide all affiliations and partnerships

- Manage, coordinate and document all current and previous projects

- Ensure that projects are properly documented and filed within the server and database.

- Contact necessary persons for any missing documentation

- Follow up with partners to ensure reports and updates are submitted in a timely manner.

- Work closely with in-country staff to monitor project progress, child development and standards of care.

- Submit timely funding requests in accordance with the established program budget.

- Ensure in-person visitation to overseas projects at least once a year by organization staff member.

- Oversee and report on proposals from partner organizations / programs

- Determine if the project aligns with the foundation's mission.

- Cross reference projects with current and future Orphan Care budgets.

- Prepare ED for presentation to the Program Oversight Committee (POC) and donors.

- Follow through with all appropriate documentation, including collection of final proof pieces and signed MOUs.

- Develop, implement and monitor program performance measures

- Track breadth of program, overall progress and standards of care.

- Provide comprehensive annual reports on statistically relevant program data.

- Update Humanitarian Committee and related constituents with progress relating to individual programs.

- Use existing program data to identify program effectiveness as well as new avenues of programs needed.

- Screen applications for partnership

- Assess organizations who request affiliation and partnership

- Supply original application packet and track application process

- Provide ED with supporting documentation for determination of Partnership

- Prepare acceptance packets and rejection letters in accordance with decisions made by the ED & HOC

2. Manage Child Sponsorship Program

- Cultivate strong relationships with current child sponsors

- Coordinate the distribution of quarterly updates, annual update packets, sporadic child updates (as available), letters & pictures.

- Initiate, coordinate and attend annual sponsorship socials.

- Develop new & exciting ways to share impact with sponsors/ donors.

- Identify new sponsors for unmatched children

- Become primary advocate for children waiting to be sponsored.

- In conjunction with creative, initiate campaigns to highlight children.

- Follow related topics online to interject and advocate for programs.

- Identify new sponsorship awareness programs for public.

- Manage incoming sponsors

- Introduce the program to new sponsors personally.

- Assemble packets with child's information and mail accordingly.

- Update information in packet as new information is available.

- Develop new processes and documentation for packets.

3. In-country program directors

- Maintain regular contact with in-country staff and partners to develop program follow up procedures and to ensure timely program updates.

- Ensure that NGO status is renewed annually in applicable countries.

- Provide documentation to in-country staff as necessary

4. Conduct research to stay current regarding international orphan care

- Identify trends in both orphan care and the avocation of programs among related organizations.

- Recommend industry standards set by countries and global organizations.

- Keep staff and creative up to date with orphan statistics, specifically related to countries we currently do work in.

- Monitor website and ensure that updates are made appropriately.

5. Answer & direct calls, maintain confidentiality, provide information and direct callers to appropriate staff.

6. Seek out educational growth opportunities

- Attend classes that closely relate to non-profits and orphan care.

- Build skills through best practice implementation.

- Attend Non-Profit networking events to build relationships with people in similar organizations with similar backgrounds .

7. Coordinate and Schedule Social Media

- Promote social media in conjunction with the Creative Coordinator.

- Keep abreast of social media standards and best practices.

- Create social media content using Canva, Pictochart, and other software.

- Maintain posting schedule in line with communications plan.

Skills Required:

1. Education

- Bachelor's Degree with background in social services, communication or project coordination.

2. Experience

- 1-2 years non-profit or humanitarian experience preferred
- Experience in program assessment
- Project management experience
- Experience in overseas travel
- Understanding of child development
- Education and/or experience working with different cultures
- Foreign language skills helpful (Vietnamese, Amharic, Swahili)

3. Technical

- Windows Operating System
- Microsoft Office: Excel, Word, Powerpoint
- Photo editing software a plus
- Experience with CRM software, preferably Salesforce
- Excellent communication skills
- Strong organizational and analytic skills
- Desire to increase level of responsibility
- Timely, professional and self-motivated
- Commitment to the mission of the organization
- Ability to collaborate with colleagues & managers in a -professional manner to build highly functional programs & relationships
- Flexibility to work outside of typical work hours, with some evening and weekend responsibilities.