Program Coordinator

Job Title: Program Coordinator

Organization: Palestinian American Medical Association (PAMA)

Location: Ramallah, Palestine (Remotely)

Duration: 6 months with possibility of extension depending on performance and fund availability

Type: Contract

Reporting to: Director of Programs, PAMA

Position Overview:

PAMA is seeking a highly organized and motivated Programs Coordinator to manage the planning, coordination, and execution of PAMA Emergency Medical Missions. Under the direct supervision of the Director of Programs, this role will primarily focus on coordinating all the logistical and operational aspects of PAMA’s Medical Missions to ensure effective implementation. Additionally, the Programs Coordinator will support other program tasks, including scholarships, grants, and gifting-in-kind efforts as per PAMA’s Strategic Plan. 

About PAMA:

The Palestinian American Medical Association (PAMA) is a nonprofit organization dedicated to providing medical assistance, humanitarian aid, and healthcare services to underserved populations in Palestine. Through medical missions, advocacy, partnerships, and educational initiatives, PAMA strives to improve healthcare access and promote wellness in Palestinian communities.

Scope of Work:

The primary duties and responsibilities of this function are:

1. Emergency Medical Missions Coordination:

• Lead the planning and execution of PAMA’s Emergency Medical Missions, including logistics, volunteer coordination, and compliance with local and international health guidelines.
• Manage, coordinate, and supervise the project implementation to ensure the overall project relevance and performance, the effective realization and quality of outputs within the specified constraints of time and cost as outlined in the project documents and plans, and adherence to applicable PAMA policy and program management procedures and standards, rules, and regulations.

2. Program Support:

• Assist in the planning, coordination, and execution of various programs including medical missions, educational scholarships, and grant distributions.
• Ensure proper execution of all program support functions and activities associated with project implementation, including mobilizing goods and services, preparing Terms of Reference, completing contracting processes, managing financial arrangements/transactions and their correct authorization, and making sure documentation of all processes is well aligned with internal procedures and filed in a proper manner.

3. Logistics Coordination:

• Manage, plan, organize, and execute all logistical aspects to ensure smooth and efficient operations. This includes overseeing the coordination activities for transportation for participants, staff, and materials, medical mission, arranging venues, and ensuring that all necessary equipment and supplies are delivered on time. Additionally, the coordinator oversees the scheduling of events, monitors inventory levels, and manages supplier relationships for catering, rentals, or other services. They also handle any on-site troubleshooting and ensure compliance with safety and regulatory standards, all while optimizing cost-efficiency and maintaining clear communication with stakeholders to prevent delays or disruptions.

4. Documentation and Reporting:

• Assist in maintaining accurate records and documentation for all program activities and contribute to the preparation of reports for internal and external stakeholders.
• The role involves providing leadership and technical guidance in developing project baselines, indicators, and a detailed results framework for monitoring and evaluation (M&E). This includes crafting effective strategies for data collection, verification, and reporting to ensure the successful monitoring of project outcomes. The coordinator ensures that internal and external reports are prepared in line with schedules, meeting all PAMA requirements. He/she also facilitates the closure of the projects, ensuring all tasks are completed effectively.

5. Community and Volunteer Engagement:

• This role involves actively recruiting, coordinating, and supporting volunteers to contribute to program activities, ensuring their roles align with the project's objectives. This includes organizing orientations, training sessions, and ongoing support for volunteers to maximize their effectiveness. Additionally, fostering strong relationships with community members is essential to promote program initiatives, encourage participation, and generate local buy-in. By engaging with key stakeholders, volunteers, and community leaders, the coordinator helps build a sense of ownership and collaboration, creating a supportive environment that enhances program impact and sustainability at the grassroots level.

6. Inventory Management:

• This role involves overseeing the tracking, storage, and distribution of all supplies and equipment required for the successful execution of program activities. This includes maintaining accurate records of inventory levels, ensuring that items are properly cataloged, and monitoring usage to prevent shortages or overstocking. The role also requires coordinating with vendors and suppliers to procure materials in a timely and cost-effective manner, as well as implementing systems for regular stock audits to ensure accountability and compliance. By efficiently managing inventory, the program can run smoothly without delays or disruptions, while minimizing waste and optimizing resource utilization.

7. Compliance and Safety:

• Ensure all activities comply with relevant laws, regulations, and standards, maintaining high levels of safety and professionalism.
• This role ensures that all program activities adhere to legal regulations and standards, maintaining safety and professionalism. This includes conducting regular risk assessments, implementing safety protocols, and staying up to date with relevant laws. The role involves mitigating risks, ensuring a safe environment for all participants, and maintaining proper documentation for transparency and accountability.

جميع الحقوق محفوظة لموقع جوبس.

Qualifications and Experience:

Education:

• Bachelor’s degree in public health, business administration, social sciences, international relations, or a related field.

Professional Experience:

• At least 5 years of experience in program management and/or coordination, preferably within the healthcare, and NGO sectors.
• At least 5 years of experience with healthcare systems and public health initiatives, with a strong understanding of the local context both in the development and humanitarian sectors.
• At least two years of experience in working with missions, coordination of workshops, events, etc.

Required skills:

• Strong organizational and planning skills with careful attention to detail.
• Proven ability to manage multiple tasks and priorities in a fast-paced environment.
• Understanding of procurement processes and financial management is preferable.
• Strong problem-solving skills and the ability to think strategically.
• Flexibility in availability and work schedule; ability to work evenings and weekends to accommodate different program time zones.
• Ability to travel as needed.
• Has teamwork high-level skills and can handle complicated situations with problem-solving skills.
• Excellent communication skills and interpersonal abilities.
• Ability to work collaboratively in a diverse team.
• Proficient in Microsoft Office and capable of learning new software systems including Salesforce.
• Experience working with Salesforce is preferred.
• fluency in both English and Arabic.
• Deep commitment to PAMA’s mission and a passion for humanitarian service.

Reporting and Supervision

This entry-level position will report directly to the Director of Programs.

Working Conditions

Full-time position, remotely in the first few months, and based in Ramallah, Palestine after.

Occasional travel within and/or outside Palestine may be required.

Application Process:

Interested candidates should submit an up-to-date detailed CV highlighting relevant experience, positions held, durations, qualifications, and contact details; two professional references; and a cover letter highlighting relevant experience, positions held, durations, qualifications, and contact details, to [email protected]. Applications will be reviewed on a rolling basis until the position is filled.

Deadline for applications is Saturday 22/10/2024.

Note: only shortlisted applicants will be contacted by PAMA team for further assessment stages, including competency-based interviews.