Program Officer, India

Organizational Overview 

Smile Train is the world’s leading cleft focused organization. Our goal is to transform the lives of every person impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our patients with free, life-changing, comprehensive cleft treatment. Our sustainable model has allowed us to reach more than 2 million children in 90+ countries in the past 25 years, and we still feel like we’ve just started. We are truly changing the world one smile at a time!

Make a Difference!

Program Officers support the implementation, monitoring, and coordination of Smile Train’s cleft treatment programs. The Program Officer will report to Senior Program Manager and work closely with the Senior Program Manager / Program Manager to support partner relationship management, program monitoring, compliance, and operational coordination.

The role involves regular interaction with partner hospitals, practitioners, auditors, and internal teams to ensure effective program implementation, adherence to Smile Train protocols, and timely completion of operational activities. The position requires coordination across multiple partners and stakeholders and may involve travel to partner locations and program events.

Reports To

Area Director, South Asia

Key Responsibilities

Partner Management and Program Monitoring

• Compile and analyze partner performance data including surgical outputs, safety audit status, compliance indicators, and budget utilization to support partner reviews.
• Prepare partner briefs and document meeting outcomes, action points, and follow-up communications.
• Track action items from partner review meetings and ensure timely closure.
• Maintain program monitoring trackers including budget utilization and fund disbursement tracking.
• Follow up with partners to ensure timely submission of reports, documentation, and compliance requirements.
  Support monitoring of partner activities and follow up on implementation of agreed program improvements.

Program Operations and Implementation Support

• Assist partners with operational processes including addition of treatment types and practitioner onboarding in the partner portal.
• Support practitioner accreditation processes by sharing applications, reviewing documentation, and coordinating approvals.
• Provide operational troubleshooting and support to partners related to portal access, record uploads, and technical issues.
• Coordinate with internal teams such as STX and Finance to resolve operational issues and ensure program continuity.
  

Audits, Safety, and Compliance Coordination

• Coordinate logistics and scheduling for safety audits including communication with partner hospitals and auditors.
• Manage travel and logistical arrangements for auditors and trainers where required.
• Support implementation of the Safety Enhancement Partner Program (SEPP) by coordinating mentor visits and follow-up actions.
• Assist in preparation and verification of partner documentation required for financial or compliance audits.
• Monitor patient feedback and helpline queries, coordinate with partners to verify issues, and support timely resolution.
  

Partner Engagement, Training, and Capacity Building

• Coordinate partner participation in webinars, trainings, and workshops related to safety, compliance, and program management.
• Share event invitations, reminders, and track participation of partners.
• Coordinate logistics and participation for partner training programs and workshops.
• Follow up with partners to ensure implementation of learning outcomes from trainings.
  

Expansion of Partnerships

• Support the onboarding of new partner hospitals by coordinating documentation, checklists, and accreditation applications.
• Assist in organizing safety audits for prospective partners and coordinating auditor logistics.
• Support completion of partnership agreements, partner portal registrations, and system activation.
• Assist in coordination of financial setup including documentation required for fund transfers.
  

Donor Coordination and Reporting Support

• Assist in coordinating donor visits to partner hospitals including logistical arrangements and partner coordination.
• Support collection of program reports, case studies, and patient stories required for donor reporting.

Events, Awareness, and Content Support

• Coordinate partner participation in awareness events, campaigns, and organizational initiatives.
• Support collection and sharing of patient stories, photos, and reports for communications and awareness initiatives.
• Assist in organizing regional events and program activities as required.
  

External Stakeholder Coordination

• Support engagement with external stakeholders including government programs, NGOs, and healthcare institutions.
• Assist in organizing stakeholder meetings and coordinating partner participation.
• Compile and submit periodic reports required for external collaborations.
  

Reporting, Documentation, and Administrative Support

• Assist in preparation of program reports, presentations, and briefing materials for internal teams, donors, and visitors.
• Compile documentation required for statutory audits and internal reviews.
• Maintain program records, trackers, and documentation to support efficient program management.
  

Key Competencies

• Program coordination and operational support
  
• Partner relationship management
• Attention to detail and documentation accuracy
• Problem solving and operational troubleshooting
• Communication and stakeholder coordination
• Ability to manage multiple tasks and timelines
  

Skills Required

• Strong organizational and coordination skills
• Effective written and verbal communication
• Ability to analyze and manage program data and trackers
• Experience coordinating audits, events, or trainings
• Strong follow-up and stakeholder management skills
• Proficiency in Microsoft Office and program management systems
  

Education

• Minimum - Bachelor’s degree in Public Health, Healthcare Management, Social Sciences, Development Studies, Business Administration, or a related field.
• A Master’s degree in Public Health, Public Administration, or a related discipline is desirable.

Experience

• 3–5 years of relevant experience in program coordination, program /project management in the development, public health, healthcare, or NGO sector.
• Experience working with healthcare institutions, hospitals, or community health programs is preferred.
• Experience coordinating with multiple stakeholders including partners, vendors, and internal teams.
• Experience supporting audits, program monitoring, reporting, or compliance-related activities is desirable.
• Experience managing program data, trackers, and documentation in multi-partner programs.

Compensation

Annual INR 13,00,000 ($13,680) – INR 14,00,000 ($14,736)
INR 108,333 – INR 116,666 per month.

Travel

This role may require occasional travel.

Application Process

Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.

To apply, please complete the application online. Include your CV and a cover letter explaining why you would be a good fit for Smile Train and this role. Only those who provide a cover letter as directed will be considered. We encourage interested applicants to submit their applications as soon as possible.