Program Coordinators (3 Positions)

The Program Coordinator is responsible for coordinating the day-to-day operational and programmatic support functions at Area Program Office level to ensure efficient, compliant, safe, and timely implementation of project activities under the Gates-supported project. The position provides technical coordination of MSIE’s interventions within the area office. He/she coordinates the logistics, procurement, travel coordination, budget follow-up, field-level compliance.

The role ensures that program teams receive the operational and technical support required to implement activities effectively and in accordance with MSI Ethiopia policies, donor requirements, Ethiopian legal and administrative frameworks, and applicable safeguarding and risk management standards. The Program Coordinator also serves as the key focal person for operational planning and coordination in the Area Program Office.

The position requires strong technical knowledge and practical experience in Family Planning (FP), Comprehensive Abortion Care (CAC), maternal and newborn health, nutrition service delivery, and program management. The Program Coordinator is expected to provide supportive supervision, mentorship, performance monitoring, and coordination of field-level health interventions in line with national standards and organizational quality assurance requirements.

The position therefore requires a candidate with both strong operational management capacity and sound technical expertise in RMNCH programming, particularly in humanitarian, outreach, or community-based service delivery settings.

Technical Responsibilities and Qualification Requirements

The Program Coordinator will be responsible for supervising and providing technical support to Mobile Health and Nutrition Teams (MHNTs) and Public service Support (PSS) Specialists operating under the project. The incumbent is expected to ensure quality implementation of integrated RMNCH services and provide ongoing mentorship, coordination, and technical guidance to field teams.

Accordingly, strong technical knowledge and practical experience in Reproductive, Maternal, Newborn, and Child Health (RMNCH) are essential for this position. Specific expertise in Family Planning (FP), Comprehensive Abortion Care (CAC), maternal health, nutrition service provision, and program management should be clearly demonstrated.

Additional Key Responsibilities:

1. Field Operations Coordination

• Coordinate the overall operational functions of the Area Program Office to ensure uninterrupted project implementation.
• Support activity planning and operational readiness for field activities, trainings, supervision visits, review meetings, and partner engagements.
• Ensure that all administrative and operational arrangements are completed on time and in line with approved plans and budgets.
• Track operational requests from technical teams and coordinate timely follow-up with relevant support units.
• Maintain organized office systems that promote efficiency, accountability, and service quality.

2. Procurement and Logistics

• Coordinate field-level procurement processes in accordance with MSI Ethiopia procurement policies and donor compliance requirements.
• Prepare and submit procurement requests, specifications, bid documentation, comparative analyses, and receiving records as required.
• Follow up procurement status with support office and vendors to ensure timely delivery of goods and services.
• Oversee logistical arrangements for program implementation, including transportation, accommodation, shipment, and event support.
• Ensure that procurement and logist2cs documentation is complete, accurate, and audit ready.

4. Fleet and Asset Management

• Coordinate movement planning and vehicle allocation for staff, field trips, supervision visits, and project activities.
• Maintain an updated asset register for the Area Program Office and ensure proper labeling, assignment, transfer, and disposal procedures.
• Promote proper use, care, and accountability for all organizational property.

5. HR and Personnel Support

• Support recruitment logistics for field-based staff and short-term consultants, including scheduling interviews, collecting documentation, and on boarding arrangements.
• Facilitate induction of newly hired staff on office procedures, administrative systems, safety practices, and relevant operations policies.
• Coordinate staff travel, accommodation, and per diem documentation as required for approved project activities.

6. Financial and Operational Compliance Support

• Support field-level budget monitoring by tracking operational expenditures against approved activity plans and forecasts.
• Ensure compliance with internal controls, donor requirements, and documentation standards.
• Support internal and external audits, spot checks, reviews, and compliance monitoring exercises by ensuring records are complete and accessible.

7. Safety, Security, and Risk Management

• Support implementation of field office safety and security procedures in line with organizational policy.
• Monitor local operating conditions and promptly elevate operational or security concerns affecting staff, assets, or program continuity.
• Support field-level emergency preparedness measures, including contact lists, incident reporting, and contingency arrangements.
• Coordinate with designated security focal persons, local authorities, and supervisors on risk mitigation actions where required.

8. Coordination and Representation

• Serve as the primary field-level technical and operational contact for area program office.
• Build and maintain effective working relationships with local government offices, service providers, suppliers, and other partners.
• Support coordination with implementing partners and project stakeholders on operational arrangements for joint supportive activities.
• Represent MSI Ethiopia professionally in routine operational engagements at area office level, consistent with organizational values and protocols in the absence of area manager or when delegated by his/her immediate supervisor.

9. Reporting and Documentation

• Prepare regular field operations updates, and reports to his immediate supervisor.
• Maintain up-to-date records of operational requests, actions taken, pending issues, and escalations.
• Contribute to monthly, quarterly, and project reporting by providing accurate operational data and narrative updates.
• Document case stories, lessons learned, recurring bottlenecks, and recommendations to improve operational efficiency in area program office.

10. Safeguarding, Ethics, and Accountability

• Uphold MSI Ethiopia’s safeguarding, anti-fraud, code of conduct, and accountability standards in all operations.
• Ensure that operational processes protect confidentiality, reduce risk, and support ethical implementation practices.
• Report concerns related to misconduct, fraud, abuse, harassment, or policy violations through appropriate channels.
• Promote inclusive, respectful, and transparent working relationships with staff, partners, and communities.

Education

• Master’s degree in public health, Nursing, Midwifery, Medicine, Nutrition, Health Officer training, or other relevant health-related fields.
• Additional training or certification in RMNCH, Family Planning, CAC, maternal health, nutrition, or program management is desirable.

Experience

• Minimum of 5 years of relevant professional experience in program coordination, RMNCH service delivery, technical supervision, or management of donor-funded health programs.
• Demonstrated experience in FP, CAC, maternal health, nutrition services, and integrated community-based health interventions is strongly required.
• Experience supervising MHNTs, outreach teams, or field-based health service providers is highly desirable.

Skills and Competencies

• Strong knowledge of field office administration, logistics, procurement, fleet, and asset management systems.
• Good understanding of operational compliance, documentation, and internal control requirements.
• Strong organizational skills with ability to manage multiple priorities under tight deadlines.
• Ability to work independently, solve problems proactively, and maintain attention to detail.
• Effective interpersonal and coordination skills, with ability to work across technical and support teams.
• Strong written and verbal communication skills in English; knowledge of relevant local language is highly desirable.
• Proficiency in Microsoft Office, especially Excel, Word, Outlook, and reporting tools.
• Ability to work in challenging field environments with professionalism, flexibility, and sound judgment.

Core Competencies

• Planning and coordination
• Operational problem-solving
• Compliance and accountability
• Communication and teamwork
• Service orientation
• Integrity and confidentiality
• Adaptability and resilience
• Cultural and contextual awareness

Working Relationships

The program Coordinator works closely with:

• Area Program Office teams
• Other MSI Ethiopia channels
• Regional health bureaus, like minded organizations, technical working groups

Performance Indicators

Success in this role may be measured by:

• Timeliness and quality of operational support provided to program teams
• Compliance with procurement, asset, fleet, HR, and administrative procedures
• Accuracy and completeness of field documentation and reporting
• Efficient coordination of travel, events, supplies, and office services
• Reduced operational delays affecting project delivery
• Proper safeguarding of assets and adherence to risk management procedures

Standard Clause

The program Coordinator will perform any other duties assigned by the supervisor in support of successful implementation of the Gates-supported project and MSI Ethiopia operations.