Program Coordinator-Volunteer Affairs

The Program Coordinator for Volunteer Affairs (PCVA) is an integral part and contributor for the goals Cebu Comprehensive Cleft Care Center of Excellence in delivering holistic care and creating training and education opportunities for Operation Smile volunteers in the country, the Asia region, and to the global Operation Smile community.

The PCVA manages OSP’s volunteer-based activities including supporting the medical and non-medical volunteer credentialing process and the medical program participation process of Philippine volunteers. The coordinator will also help craft our strategy related to activities and drive local and international deployment to the Cebu COE. The Volunteer Coordinator will be responsible for inquiries from current and potential volunteers in the Philippines and work collaboratively with their global counterparts to further develop the volunteer engagement and experience.

Key Responsibilities

1. Volunteer Recruitment and Engagement

· Strategize and implement new volunteer recruitment initiatives

o Work with OSP HQ and the Cebu COE team on creating and implementing strategies and activities that aim to recruit new medical and non-medical volunteers for the Cebu COE.

· Implement year-round volunteer engagement activities for the Cebu COE

o Work with OSP HQ and the Cebu COE in establishing activities that aim to create a harmonious and holistic volunteer experience when at the COE.

2. Pre-Placement Coordination

• Needs Assessment & Stakeholder Engagement:

  • Collaborate with COE medical staff to identify volunteer requirements and competencies.

  • Liaise with OSI’s Global Volunteer Management (GVM) team along with OSP Volunteer Management to confirm placement opportunities and TML application.

• Onboarding & Orientation:

  • Design and deliver virtual onboarding sessions that cover program goals, policies, and cultural context.

  • Prepare and dispatch a comprehensive welcome pack (digital) including itineraries, local guides, and contact information.

• Logistics & Accommodation:

  • Coordinate airport pick-ups/drop-offs and daily transfers; schedule vehicles and secure trip tickets.

  • Manage volunteer logistics and accommodations, as well as all required documentation; ensure all paperwork is submitted at least one day before volunteer arrival.

3. Intra-Placement Support

• Resource & Meal Coordination:

  • Raise material requests for daily meals and transport (trip tickets) in accordance with center guidelines.

• Center Integration:

  • Conduct guided tours of the COE facilities; introduce volunteers to multidisciplinary teams.

  • Set and distribute daily volunteer schedules, ensuring alignment with clinical and educational activities.

• Volunteer Engagement:

  • Serve as primary point of contact for on-site needs, troubleshooting issues promptly to maintain high volunteer satisfaction.

  • Collect informal feedback to inform continuous improvement of volunteer processes.

4. Budget Forecasting & Monitoring

• Budget Development:

  • Prepare detailed budget forecasts for each volunteer cohort, covering accommodation, transportation, meals, and materials.

• Expense Tracking & Reconciliation:

  • Monitor actual expenditures against forecasts; liaise with Finance for invoice verification and trip-ticket reconciliation.

• Financial Reporting:

  • Produce weekly/monthly budget performance reports, highlighting variances and recommending corrective actions.

• Cost Optimization:

  • Identify opportunities for cost savings (e.g., supplier negotiations, route optimization) and propose budget adjustments to maximize program impact.