Humanitarian Program Coordinator

Position Summary:

Reporting to the Executive Director and Managing Director, the Humanitarian Aid 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

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 humanitarian initiatives 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/humanitarian initiatives.

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:


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.