Program Assistant, DR Congo

Title: Program Assistant, DR Congo

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!

As Smile Train’s Program Assistant, youwill serve as a primary operational point of contact for assigned areas, be the local representative and spokesperson for Smile Train, and the “eyes and ears” within the assigned area Speak up, when and where necessary, about the organization’s aims, values, and practices; provide regular updates to the line manager on key developments and plans. Support our work in DR Congo by coordinating partners, implementing local strategies and ensuring high-quality, safe services compliance with the organization standards.

Key Responsibilities

• Within the framework of the approved budget, draw up operational plans with measurable targets, specific checkpoints, and clear financial commitments.
• Conduct due diligence and needs assessments to evaluate and expand cleft care coverage across designated countries.
• Lead the planning and implementation of annual programmatic goals in line with Smile Train’s global priorities.
• Work with the Program Manager in developing and implementing an annual budget and long-term and short-term action plans to reach as many Cleft-affected children as possible with cleft treatment, as quickly as possible, in the most cost-effective manner, whilst maintaining high standards of safety and quality. Submit the budget for regional review and once finalized, implement the same in the best possible manner.
• Monitor and visit partner facilities regularly to ensure high-quality and safe program delivery.
• Collect and analyze program data to measure partner performance and programmatic impact.
• Strengthening mechanisms for feedback from partners, patients, and communities to drive continuous improvement.
• Track KPIs, such as:
  • Year-over-year increase in cleft interventions.
  • Number of professionals trained annually.
  • Partner/patient satisfaction metrics.
• Manage budgets to maximize impact and ensure appropriate use of funds.
• Coordinate capacity-building initiatives, including workshops and training for local cleft care teams.
• Oversee the review and approval of funding applications and vendor invoices in compliance with internal guidelines.
• Support cross-departmental coordination to ensure effective “Glocal” alignment from strategy development through implementation
• Manage partner administrative processes, including contracts, credentials, onboarding, and payment documentation
• Support and maintain relationships with existing partners and grant recipients to ensure alignment with organizational goals, policies and standards
• Assist the Program Manager to receive, review, and analyze all grant request and final grant report from local stakeholders, most typically local partner hospitals, and carry out “due diligence” to either reject or approve those that fall within the agreed financial authority and plans, sharing with appropriate line supervisors when additional approvals are required.
• Build and strengthen strategic partnerships with local corporate, medical, and educational institutions to enhance program delivery and impact
• Lead efforts to share Smile Train’s global messaging locally and help to increase the brand and awareness of Smile Train programs in DRC.
• Capture and share stories, images and videos that help to tell Smile Train’s story and that could be used across the organization to further Smile Train’s mission

Candidate Profile

The ideal candidate has/is

• Proven cultural sensitivity and emotional intelligence
• Fully fluent in English and French (Spoken and written) is required
• Detail oriented, adaptable, organized, and able to successfully manage multiple projects and tasks.
• High levels of energy and commitment to excellence
• Thorough familiarity with the cultures of DRC
• Ability to travel, work evenings and weekends as needed.
• Fluent in Lingala, Swahili are highly beneficial on assigned areas.

Required Education and Experience

• Bachelors in Business Administration, Public Health, Social Sciences, International Relations, Law or Accounting or related field,
• 3+ years related work experience in a coordination or management position in a multinational or national for-profit or not-for-profit organization with significant project management experience.
• Computer literacy: Microsoft Office (outlook, Excel, Word, and PowerPoint) and ability to navigate databases and datasets.

Preferred Education and Experience

• Advanced degree in Medicine, Public Health, Social Sciences, International Relations or Any other relevant degree
• 5+ years related work experience in a coordination or management position in a multinational or national for-profit or not-for-profit organization with significant project management experience.
• Advanced Microsoft Office proficiency (outlook, Excel, Word, and PowerPoint) and ability to navigate databases and datasets, AI-enabled data interpretation.
• Experience working with government, donors’ stakeholders, global health initiatives
• Experienced in project support, grant administration/coordination

Additional Eligibility Qualifications

• Ability to work with a global team,
• Strong time management skills and organizational skills
• Proven ability in calendar, travel and logistics management and leadership
• Be proactive and have capacity to work independently with minimal or no supervision.

Compensation

$12,000 - $13,200 USD annually

Travel

This is full-time role; Significant travel is expected (approximately 70%).

Accountability Expectations

• Ownership of Outcomes: Take full responsibility for one’s own performance, ensuring alignment with Smile Train’s mission and objectives.
• Transparent Communication: Communicate openly and effectively with team members, fostering trust and a shared understanding of expectations and priorities.
• Emotional Intelligence: Demonstrate empathy, understanding, and cultural sensitivity to contribute to an inclusive and supportive team environment.
• Empowerment: Effectively communicating with supervisors to ensure you are equipped with the resources, guidance, and autonomy you need to excel in your role
• Team Cohesion: Contribute to a culture of collaboration, mutual respect, and shared accountability, helping the team to thrive in a fast-paced, mission-driven environment

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.