Position Title: Program Coordinator – Healing and Resilience Project (HEART Program)
Position End Date: March, 31, 2027
Duty Station: Aden, Yemen (with regular coordination with Al-Nabdh Hospital, Mukalla & travel as required)
Reports To: Program Manager
Supervises: PSS Officer, Health Officer, Facilitators (as applicable)
Ref: HR26/3
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Job Summary

The Program Coordinator will oversee the planning, coordination, and implementation of the Healing and Resilience Project, supporting children with congenital Heart Diseases requiring cardiac surgery at Al-Nabdh Hospital in Mukalla. The role is responsible for coordinating surgical cohorts, ensuring comprehensive psychosocial support (PSS) services for children and their families, managing logistics and communication systems, and ensuring high-quality program delivery in alignment with the annual program structure.
The Program Coordinator will travel regularly to Mukalla and work closely with hospital teams, program staff, and families to ensure seamless coordination from pre-admission preparation through surgery, recovery, and reintegration at home, while maintaining strong monitoring, reporting, and documentation systems.

Key Responsibilities

1. Program Planning and Coordination

• Lead the overall coordination and implementation of the HEART Program in line with approved work plans, timelines, donor requirements, and program objectives.
• Coordinate closely with Al-Nabdh Hospital management and medical teams to plan and implement surgical cohorts according to the approved annual cohort structure.
• Develop detailed cohort implementation plans, including timelines for screening, admission, surgery, recovery, discharge, and follow-up care.
• Ensure timely preparation and coordination of all logistical, medical, and psychosocial components required for each surgical cohort.
• Facilitate regular coordination meetings with hospital teams, program staff, logistics, finance, and relevant stakeholders to ensure smooth planning and execution.
• Identify, analyze, and proactively address operational challenges affecting program delivery, ensuring timely solutions and risk mitigation.

2. Program Management & Oversight

• Maintain and regularly update the master list of children scheduled for surgery within monthly cohorts.
• Oversee the compilation and submission of monthly program reports, including psychosocial updates, cohort progress, key trends, challenges, and achievements.
• Supervise management of non-medical supplies, ensuring timely procurement, availability, and accountability of psychosocial and child-support materials.
• Oversee coordination of patient follow-ups and communication with family’s post-surgery and after discharge to ensure continuity of care.
• Ensure accurate, confidential, and up-to-date documentation for each child and family enrolled in the program.
• Contribute to project evaluations and impact assessments, including psychosocial and clinical outcome indicators.
• Coordinate and ensure timely booking of ground transportation and hotel accommodation for children and caregivers traveling for surgical procedures and Hope Day activities, in close collaboration with logistics and program teams.
• Ensure all travel and accommodation arrangements are aligned with surgical schedules to avoid delays or disruptions.

2. Psychosocial Support (PSS) Coordination

• Ensure comprehensive psychosocial support services are provided to children and their families throughout the care continuum, including:
  • Pre-admission preparation
  • Hospital admission and surgical period
  • Post-surgery recovery at the hospital
  • Stay at the guest house
  • Reintegration and recovery at home
• Supervise and support the PSS Officer and facilitator to ensure structured and consistent delivery of psychosocial support interventions.
• Ensure families receive emotional support, counseling, and guidance to improve coping, resilience, and overall wellbeing.
• Ensure psychosocial support activities are properly documented and aligned with program standards.

3. Communication and Family Engagement

• Ensure effective communication with all families enrolled in the program.
• Establish, monitor, and maintain WhatsApp groups for each surgical cohort to facilitate timely communication, information sharing, and support.
• Ensure all families are properly assigned to relevant communication groups and remain actively engaged.
• Respond promptly to family concerns and coordinate appropriate responses with hospital and program teams.

4. Guest House and Patient Support Coordination

• Coordinate with the AL Nabdh hospital guest house management to ensure safe, supportive, and appropriate accommodation for children and their caregivers.
• Ensure families receive necessary psychosocial and logistical support during their stay at the guest house.
• Monitor the wellbeing of children and caregivers during their recovery period.

5. Hope Day and Program Activities

• Lead the planning, coordination, and timely implementation of Hope Day activities in collaboration with program staff and hospital teams.
• Develop structured activity plans and timelines to ensure effective delivery of psychosocial and resilience-building interventions.
• Work closely with the PSS Officer, Health Officer, and facilitators to ensure strong teamwork and effective activity implementation.
• Ensure activities are child-centered, culturally appropriate, and aligned with program goals.

6. Team Management and Supervision

• Provide day-to-day supervision, technical guidance, and support to the PSS Officer, Health Officer, and facilitators.
• Foster strong teamwork, collaboration, and effective communication among program staff.
• Conduct regular team meetings to review progress, address challenges, and ensure coordinated implementation.
• Support staff capacity building and ensure adherence to program protocols and standards.

7. Monitoring, Reporting, and Documentation

• Ensure accurate and timely documentation of all program activities, including cohort planning, psychosocial support services, and patient progress.
• Maintain organized and up-to-date records of all children and families enrolled in the program.
• Coordinate with Al-Nabdh Hospital to produce cohort videos and ensure their timely preparation and submission to the Program Manager.
• Prepare and submit regular program reports (weekly, monthly, and as requested) to the Program Manager.
• Monitor program progress against planned objectives and timelines and recommend improvements as needed.
• Ensure proper documentation of success stories, program outcomes, and lessons learned.

8. Coordination and Stakeholder Engagement

• Maintain strong coordination and collaboration with Al-Nabdh Hospital management, medical staff, and relevant partners.
• Maintain strong coordination and collaboration with the MOPHP.
• Represent the program in coordination meetings and support program visibility and stakeholder engagement.
• Ensure program implementation aligns with organizational standards and donor requirements.

Required Qualifications and Experience

Education:

• Degree; Medical Doctor, Nursing, Psychology, Public Health, or related field (Master’s degree is an added advantage).

Experience:

• Minimum 3–5 years of experience in program coordination, preferably in health, child health, cardiac care, or psychosocial support programs.
• Experience coordinating with hospitals and managing patient-centered programs.
• Experience supervising multidisciplinary teams.
• Experience in humanitarian or NGO settings is highly desirable.

Skills and Competencies:

• Strong program planning, coordination, and organizational skills.
• Strong documentation and reporting skills: case documentation, and program reporting.
• Excellent communication and interpersonal skills.
• Strong leadership and team management abilities.
• Experience working with vulnerable children and families.
• Ability to work under pressure and manage multiple priorities.
• Proficiency in Microsoft Office applications.
• Fluency in Arabic and good English skills preferred.