Orphans Program Coordinator

Job Objectives: 

The Orphans Program Coordinator in Gaza is responsible for identifying, preparing, managing, and reporting humanitarian needs and programs related to orphan sponsorship and support programs. This role involves managing staff, overseeing budgets, coordinating with partners and volunteers, and ensuring timely reporting to management on all program activities. Additionally, the role includes verifying information, problem-solving, monitoring and evaluation (MEAL), reporting, and drafting proposals for specific donors. The coordinator is also responsible for preparing accurate lists, data, and plans for reaching beneficiaries and delivering services effectively.

Detailed Tasks & Responsibilities

Orphan Sponsorship Program:

• Review and approve orphan sponsorship cases based on established criteria, ensuring compliance with social and procurement procedures.

• Manage monthly orphan sponsorship programs and organize data.

• Supervise the implementation of support for sponsored children.

• Coordinate with the HP officer and Procurement for necessary purchases.

• Ensure completeness of all sponsorship files, including photos, social reports, price offers, application forms, and financial documentation.

• Oversee the implementation of monthly distribution cases.

• Prepare distribution plans.

• Ensure all case data is updated.

• Prepare and submit reports, success stories, and case updates for management and donors.

• Develop detailed lists and action plans for beneficiary outreach and service delivery.

• Ensure timely and organized documentation and reporting of all sponsorship cases.

Administrative and Supervisory Responsibilities:

• Oversee and manage IT platforms to ensure completeness, accuracy, and consistency of program data and information in coordination with HP officers in Gaza and the West Bank.

• Review and ensure alignment of orphan sponsorship program forms in Gaza with those in the West Bank to maintain standardized processes.

• Plan and oversee the implementation of a unified strategy for monthly distributions of aid and donations.

• Supervise the Orphans Program team to ensure compliance with operating guidelines and procedures mainly for monthly updates and delivery.

• Contribute to the development of high-quality fieldwork standards for orphan support in Gaza.

• Supervise the execution of all approved orphan support programs from planning to completion.

• Verify and assess a representative sample of beneficiaries to ensure eligibility and equitable outreach.

• Monitor and report on the implementation of the sponsorship program every month.

• Identify new orphan-related humanitarian programs in Gaza and submit proposals to the Humanitarian Programs officer for approval.

• Manage and prepare program budgets and timelines.

• Under the HP officer - Gaza, work with the Procurement team to ensure compliance with PCRF policies and procedures.

• Supervise field workers and oversee all project implementation phases.

• Create and manage detailed follow-up reports on all sponsorships to the sponsors.

• Prepare agreements with stakeholders when necessary.

• Verify the accuracy of collected data and beneficiary information before submission.

• Ensure all reporting mechanisms are functional and updated in real-time.

• Coordinate with field teams to validate service delivery and resolve any discrepancies.

• Develop strategies for improved problem-solving and conflict resolution within project implementation.

Monitoring, Evaluation, Accountability, and Learning (MEAL):

• In coordination with the MEAL department and direct regional HP specialist, HP officers participate in the establishment of a robust monitoring and evaluation framework to track program outcomes and impact.

• Regularly assess program effectiveness and recommend improvements.

• Ensure accurate and timely reporting on key performance indicators.

• Maintain transparency and accountability in all humanitarian interventions.

• Conduct periodic field visits to verify service delivery and gather feedback from beneficiaries.

• Develop learning materials and best practices for continuous program enhancement.

Reporting & Proposal Drafting:

• Prepare and submit detailed monthly, quarterly, and annual reports on sponsorship programs and humanitarian projects.

• Draft proposals for specific donors, ensuring alignment with their guidelines and funding priorities.

• Develop success stories, case studies, and impact assessments for donor reporting.

• Maintain a comprehensive database of all sponsorship cases, ensuring organized records for transparency and reporting.

• Liaise with finance and procurement teams to ensure all budgetary and logistical aspects of programs are accurately documented and reported.

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