Role: Program Coordinator, Operation Smile South Africa
Location: Cape Town, South Africa
Modality: Onsite
Travel: Frequent Domestic and some International Travels
Start Date: 1, February 2026
Application Deadline: Applications close 11th of January 2026
Benefits and Salary: Offering a competitive NGO-sector salary with benefits.
Application Request: We request all candidates to limit CV to 3 pages and include a cover letter with their application.
General Description
The Program Coordinator will play a crucial role in managing the planning, coordination, and follow-up of all Operation Smile surgical and non-surgical programs in South Africa. This includes facilitating the execution of short-term surgical programs, oral health programs, and supporting community outreaches, as well as coordinating education and training programs (including but not limited to surgical training exchange programs and visiting professorships). Additionally, the Program Coordinator will be responsible for the logistical needs for all programs working closely with the Regional Medical Officer and SSA Logistics Coordinator to ensure compliance with Operation Smile Medical Global Standards.
Reporting directly to the Program Manager of Operation Smile South Africa, the Program Coordinator will work closely with the Volunteer and Education Coordinator and Patient Coordinators to ensure the safe and successful delivery of all OSSA programs.
Essential Duties
The Program Coordinator’s duties shall include, but not be limited to:
Cleft Surgical and Non-surgical Programs – Planning, Implementation and Administration
- Under the direction of the Program Manager, plan, implement and administer all cleft surgical programs and non-surgical care in South Africa.
- Coordinate Fact Finds and assessment trips to set up and prepare for programs at existing and new sites.
- Ensure all communications with hospital leadership building up to surgical programmes.
- Ensure hospital agreement is in place and keep good communications with hospital leadership. Communicate to the team and volunteers any hospital requirement.
- Make sure all logistics (lodging, transport, meals, space, equipment, supplies…) are in place.
- Prepare Team packets.
- Plan and lead the one-week post-op during each short-term surgical program.
- Plan and conduct 6-month post-ops after each short-term surgical program.
- Solve problems and follow crisis notification plan when applicable.
- Provide accurate reports to help plan and develop future programs and to provide feedback to sponsors and volunteers.
- Ensure all programs meet Global Standards of Care in collaboration with the Regional Medical Officer and medical leadership.
- Ensure that the MO-R009 Malignant Hyperthermia Box Inventory, MO-R007 Difficult Airway Box Inventory, and MO-R008 Emergency Code Box Inventory are fully stocked, up to date, and have all expiry dates verified, so they are ready for immediate use at any point during the STSP.
- Ensure that all pre and post-program documentation is accurately completed, reviewed & signed by all relevant stakeholders and that final submissions are made promptly following each Short-Term Surgical Program (STSP). Example: MO-R009 Malignant Hyperthermia Box Inventory, MO-R007 Difficult Airway Box Inventory, MO-R008 Emergency Code Box Inventory etc.
Patient and Community Management:
- Work alongside the Program Manager to ensure the implementation of effective patient recruitment, community outreach and patient management strategies for cleft patients in South Africa.
- Validate patient numbers, recruitment processes and needs to enhance the recruitment and patient management strategy.
- Support patient coordinators to increase the referral pathway through improved systems and processes.
- Under the direction of the Program Manager engage in stakeholder relations (i.e. with local and departments of health; patient advocates; local NGOs) to support patient recruitment and strengthen pathway for patients.
- Under the direction of the Program Manager, manage post-operative follow-up and where required, other aspects of comprehensive care for patients.
Logistics:
- Develop and maintain comprehensive lists of required medical supplies, pharmaceuticals, consumables and equipment for each program.
- Collaborate with internal stakeholders, including medical teams, SSA logistics personnel, and Finance Manager, to establish an efficient supply chain plan that aligns with program needs and timelines.
- Ensure that supply lists are regularly updated based on feedback from previous short-term surgical programs and evolving program requirements.
- Identify reliable in-country suppliers for pharmaceuticals and consumables, ensuring that all products meet quality and regulatory standards.
- Coordinate the procurement of medical supplies, ensuring timely and cost-effective delivery.
- With support from the Finance Manager, implement a robust system for tracking and managing inventory levels at program sites, ensuring that all supplies are accounted for and readily available when needed.
- Monitor usage rates of medical supplies during surgical programs, providing real-time updates to the Program Manager and medical teams to prevent shortages or overstocking.
- Conduct regular audits of medical inventory to identify any discrepancies and ensure accurate reporting.
- Ensure that equipment is serviced annually by the appointed OSI Biomed and work closely with him/her to ensure the correct packing of equipment ahead of each surgical program.
Cleft Competency Pathway:
- Work with the Program Manager and medical leadership to develop a comprehensive training plan that aligns with the long-term goals of building multidisciplinary cleft care teams.
- Assist in identifying and prioritizing key training needs across various disciplines, including surgery, pediatrics, nursing, anesthesia, biomed, speech, nutrition and allied health specialties, ensuring that all aspects of cleft care are addressed.
- Work with the Program Manager to establish clear training pathways that guide the professional development of healthcare providers, from foundational skills to advanced specialized competencies.
- Where required, work closely with hospital administrators and department heads to schedule training sessions that fit within their operational workflows, minimizing disruptions to patient care.
- Working closely with the Program Manager and Volunteer Coordinator, organize AHA training sessions, ensuring that critical life-saving skills such as Basic Life Support (BLS) and Advanced Cardiovascular Life Support (ACLS) are imparted to key healthcare providers.
- Ensure data and information are timely and well recorded for detailed documentation.
World Care Programme (WCP):
- Work closely with the Program Manager to support the treatment of World Care patients from SADC countries.
- Coordinate with hospitals and NDOH to secure the necessary approvals are in place and coordinate with the respective OS country program team to ensure that all necessary paperwork is done in a timely manner and all required medical checks are completed.
- Handle all logistics – i.e. flights, hotel bookings, translators, per diems, transport, etc.
- Travel with WCP patients, if necessary.
Qualifications
Experience Required (Education/Work):
- Clinical Degree (Nursing) or Bachelor’s degree in Business Administration, Public Health, with clinical experience preferred.
- 3+ years experience in clinical/public health field.
- Project management experience desired.
- Understanding of health systems in South Africa and advantage.
Characteristics/Skills Required:
- Well-developed English and indigent language communication skills (oral and written).
- Strong organizational and time management skills, with the ability to efficiently prioritize multiple requests and tasks in a fast-paced environment.
- Proven ability to manage stress and maintain focus, ensuring timely and effective execution of responsibilities.?
- Capacity to work independently and as part of a team, driving initiatives to successful outcomes.
- Ability to handle sensitive situations with diplomacy, tact, and cultural sensitivity, ensuring effective communication and collaboration in a diverse environment.
- Ability to work outside regular hours, including being on-call and responding to calls or emails early in the morning, late at night, or on weekends.
- Willingness to travel extensively within South Africa, including on weekdays and weekends, as program needs dictate.
- Approachable and personable, with the ability to build and maintain positive relationships with colleagues, stakeholders, and partners.
- A motivated and proactive individual with a demonstrated ability to lead, coordinate, and facilitate projects and multidisciplinary teams.?
No job description can be all embracing. Associated duties which can be reasonably considered to be part of the job shall form part of the job responsibilities. In addition, if required, an employee may be allocated to other temporary duties, provided these are in keeping with his/her skills and experience.
The Program Coordinator will always, act with professionalism in all activities and will maintain the confidentiality of the privileged management and donor information. The person will readily accept new assignments consistent with the mission of Operation Smile.
