Program Operations Coordinator

About the project:

With the objective of reducing maternal, child, and overall mortality from hypoxemia related cases, WJCF, under the guidance of health departments in its program states, is supporting initiatives to strengthen prevention and diagnosis practices and improve the supply and use of high-quality oxygen services. To that end, the Essential Medicines and Oxygen Access (EM&O2) program focuses on the following key elements:

• Effective planning and strategies to manage oxygen systems and overall hypoxemia management
• Affordable, efficient, and high-quality supply chain systems for essential medicines including oxygen
• Improved clinical administration and technical management of oxygen
• Improved information systems and monitoring for oxygen access

The Program supports the state health and facility level leadership to strengthen governance structures, ensure optimal availability, maintenance, and upkeep of oxygen assets, strengthen supply chain system to ensure availability and accessibility of essential medicines at primary level and build capacity for management of assets and provision of clinical care. Through this support WJCF expects to ensure prevention, early diagnosis, and timely access to high quality medical oxygen to manage hypoxemia cases, while ensuring adequate preparedness to manage surge of Covid-19 cases or on account of other acute or seasonal respiratory ailments.

Role overview:

We are seeking a highly motivated professional with strong credentials and experience in program operations with focus on administration and procurement to support the EM&O₂ program. The  Program Operations Coordinator will be responsible for managing day-to-day program operations including administration and procurement processes, along with other associated tasks critical to program delivery.

The role requires excellent communication skills, the ability to work independently, and the confidence to thrive in a fast-paced, multicultural environment. The ideal candidate will be resourceful, self-motivated, and detail-oriented, while demonstrating responsiveness, tenacity, and high ethical standards.

The individual is expected to bring an innovative approach to problem-solving, manage procurement funds judiciously while adhering to compliance standards and reporting requirements, and proactively oversee procurement portfolios to minimize disruptions to program activities. The position will be based in New Delhi and will report directly to the Program Manager .

Responsibilities

• Plan, coordinate, and manage logistics for internal and external program meetings, events, and donor visits, ensuring smooth communication with teams, vendors, and stakeholders.
• Oversee domestic and international travel logistics for program team, including visa follow-ups, and maintain organized filing and tracking systems.
• Support the procurement process for program-specific needs, , including the preparation of RFQs, RFPs, receipt of quotations, bids or proposals, evaluation forms, and related documentation. 
• Maintain and update the vendor database, support pre-bid conferences, evaluate proposals, and conduct periodic vendor performance assessments.
• Verify and process invoices, maintain contract databases, and ensure timely approvals and documentation.
• Ensure timely dispatch of materials, coordinate pre- and post-shipment inspections, and monitor regular supplies.
• Maintain records of program assets and conduct periodic physical verifications.
• Review, verify, and process vendor and state office invoices, ensuring complete documentation for submission to Finance
• Support statutory, project, internal audits and investigations, ensuring adherence to organizational policies, donor requirements, and ethical procurement standards.

Qualifications

Essential

• Bachelor’s or master’s degree in business administration or a related field.
• Minimum 3 years of relevant experience in program operations, administration, procurement,in  similar organization.
• Strong computer literacy with advanced proficiency inMS Office.
• Solid understanding of program operations including administration and procurement management processes.
• Proven ability to manage multiple priorities, work under pressure, and meet strict deadlines in a fast-paced program operations environment
• Willingness to travel up to 20% of the time across project geographies.
• Fluency in English and Hindi (spoken and written) with the ability to communicate effectively across diverse program teams and stakeholders

Desirable

• Familiarity with the Indian public health system and/or the social impact sector.

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