Program Activity Coordinator - Health

We are searching for an experienced Program Activity Coordinator - Health at our Samoa facility. 

Primary Duties and Responsibilities: 

Position Title

Program Activity Coordinator (Health)

Duration / Term

FXTE until 15 November 2025 with option of 2-year extension
(DFAT has indicated intention to extend the program/head contract pending clearances)

Location

Apia, Samoa

Appointment

Samoan National

Travel

As needed

Reporting to

Health Technical Lead

Assignment Objectives

To provide effective project management, administration, monitoring, evaluation and learning and reporting support to the Health Technical Lead in the implementation of interventions and program activities.

About the Tautua Program

The Tautua Human Development for All Program prioritises five interconnected pillars of human development: Education, Health, Gender Equality, Disability, and Social Protection. Guided by the Government of Samoa (GoS), Tautua provides opportunity to create transformative change in human development by addressing complex development needs though multi-sectoral, innovative approaches that identify and focus on the underlying issues. Simultaneously, Tautua intends to be able to respond to emergency, short-term needs, build capacity and through research, monitoring and evaluation, apply lessons learned and evidence-based decision making to continuously improve delivery. The goal for Tautua is 'improved health, education, gender equality and social outcomes, and social harmony for all Samoans'.

Tautua has three end-of-investment outcomes (EOIOs):

EOIO1: Samoans, especially women and girls, youth, persons with disabilities, the vulnerable and those living in hardship, have more equitable access to health, education, disability and social protection services.

EOIO2: Samoans benefit from the delivery of more inclusive, gender-responsive and higher-quality health, education, community and social development, and social protection services in line with GoS priority areas.

EOIO3: Tautua is an effective partnership between the Governments of Samoa and Australia that supports Samoa’s human development priorities, contributes positively to the bilateral relationship and delivers the specific EOIOs of each of the sub-programs.

Tautua identified, during the design and consultation phases, four critical social issues as key areas of initial focus for the program:

CSI 01: Reducing the rise in non-communicable diseases (NCDs) | Health Sector

CSI 02: Reversing stagnated learning outcomes | Education Sector

CSI 03: Reducing the vulnerability of those whose rights to exercise a choice and whose personal safety are threatened | Community and Social Development Sector

CSI 04: Overcoming barriers to inclusive communities | Community and Social Development Sector

Introduction

These Terms of Reference (TOR) set out the conditions governing the conduct of a technical assistance project (the Project) under the Tautua Program.

Applicants should note that:

        i.             They will be expected to be fully conversant with the contents of these TOR and the obligations under it.

       ii.            This TOR and all components therein are integral to the contract that is signed between the individual and Palladium International (on behalf of the Program).

     iii.            The objectives and outputs of this TOR, which have been approved by the relevant decision-making bodies, are normally non-negotiable and cannot be varied without proper discussion between the consultant and the Team Leader and responsible Technical Lead.

Scope of Services

The Program Activity Coordinator will be required to help ensure that project management systems are built around all technical assistance assignments from the commencement of the activity while also assisting the Technical Leads in assuring the quality of all assignments’ outputs and deliverables. The Program Activity Coordinator will work predominantly with the Health Technical Lead, focusing on coordinating and implementing health-related initiatives, programs, and interventions. A sound understanding of public health, and healthcare systems, and a strong commitment to promoting health and well-being with flexibility to support other technical areas as needed would be highly beneficial. A strong understanding of the social issues and the dynamics needed to combat these through a cross-sectoral approach will also be desirable.

Duties: Project management, planning and administration support

a)     In collaboration with the Health Technical Lead, the Program Activity Coordinator will assist in crafting and updating Health Critical Social Issue work plans (annual, quarterly, monthly) with associated budgets. Ensure the integration of Monitoring, Evaluation, and Learning as well as Communications and Public Diplomacy components.

b)   Leverage and utilize current systems and technologies to bolster team collaboration, strategic planning, and transparent communication regarding implementation and progression of work.

c)   Maintain robust records management practices and consistently store program activity files on SharePoint and relevant information systems adhering to program standards.

d)        Coordinate meetings, and provide logistical and secretariat support for program activities, and other areas as needed.

e)      Aid the Health Technical Lead with coordination, recruitment, management and monitoring of Short-Term Advisors, in collaboration with Lead Agencies or partners. At the end of assignments:

•         Update and maintain the Tautua Recommendations Tracker with TA recommendations as per relevant reports.

•         Provide administrative support to ensure timely completion of Advisor Performance  Assessment reports.

f)     Work in collaboration with the Operations Manager to plan and support procurement requirements; and coordinate Short Term Adviser recruitment process and timelines required for program activities.

g)      Assist the Health Technical Lead with co-development and co-design of interventions and activities in consultation with stakeholders and ensuring to capture records and stakeholder engagement to support MEL reporting.

h)      Coordinate workshops (e.g., reflection, Program) and other engagement sessions to assist with program delivery as needed.

Duties: Stakeholder engagement and relationship management

a)     Ensure clear understanding of the Tautua Program to effectively articulate the program’s goals, end-of-investment outcomes, supporting the Health Technical Lead in fostering collaboration with key and diverse stakeholder groups to promote effective coordination and implementation of interventions and activities.  This also includes seeking opportunities for leveraging shared resources, peer learning and knowledge exchange between partners.

b)     Liaise with relevant government of Samoa staff, civil society organisations and other relevant stakeholders in the development of specific workplans to address critical social issues in health and across the education and community sectors where relevant.

c)     Assist with facilitated discussions of proposed technical assistance (TA) assignments with Implementing Agencies (IAs) and any other relevant partner under Tautua.

d)      Active participation in regular meetings with the Tautua team and DFAT, as required.

e)       Represent Tautua and support facilitation where needed in health-related meetings, conferences, and workshops.

Duties: Monitoring, evaluation, learning, reporting and risk management

a)   Assist the Technical Lead with monitoring, managing and reporting against implementation progress and expenditure for related Health Critical Social Issue areas to ensure optimal and efficient utilisation of resources in alignment with Tautua program objectives.

b)   Coordinate with MEL Coordinator, MEL Adviser and Tautua Team to contribute proactively to collating and maintaining records, evidence and data in line with Tautua overarching Monitoring, Evaluation and Learning Plan and program activity MEL requirements.

c)         Prepare Activity Reports for workshops, reflection, training and other key engagements.

d)   Proactively identify and manage risks, raising with Health Technical Lead any issues observed and proposing solutions for improvement. This includes documentation of risks and reporting in line with Tautua Risk Management Framework.

e)        Support regular reporting to Tautua and DFAT as needed.

f)      Support partners in the use of monitoring tools, data collection, storage, analysis, and reporting, including gender, age, location and disability disaggregated data.

g)    Actively seek, collate and maintain research, reports, evidence and data to support critical analysis and inform engagement, design and co-development of program activities.

h)    Maintain and collate information to support Technical Leads with development of the Annual Work Plan, Annual Report, Six Month Progress Report and other reporting requirements. This includes active contribution and updating of the Management Information System and Tools.

i)         Work collaboratively with the MEL Coordinator and the Communications Public Diplomacy.

Other Duties

a)         Contribute actively to a dynamic and collaborative team culture in line with organizational and team values.

b)        Perform other functions, in line with skills and capabilities, that may be required from time to time by Health Technical Lead, Team leader and/or Palladium’s Program Manager.

c)         Willingness to travel to program sites and work in diverse settings.

Required Qualifications:

EssentialAt least a postgraduate qualification in public health, health services management, public policy, project management or related field.At least five years of project management and development aid program experience.Strong written and verbal communication skills in English and Samoan.In-depth knowledge of public health principles, healthcare systems, and health promotion strategies in Samoa and beyond.Strong project management and administration skills with flexibility to adapt in high-pressure, multitasking environments. Proven ability to prioritize tasks, meet deadlines, and execute work plans effectively. Demonstrated experience in stakeholder relationship management, including government personnel, other development partners, service suppliers and technical advisers.Excellent coordination, relationship building, and interpersonal skills.Ability to think logically, work both independently and collaboratively in a team-oriented environment and demonstrate effective planning and prioritization.Demonstrated expertise in monitoring and evaluation of workplan activities.Proficient in MS Excel, the MS Office suite, and other data management systems, with capabilities in data analysis and reporting using relevant tools.Outstanding written and verbal communication skills, with a strong emphasis on clear, respectful, and effective communication for diverse audiences. This includes:

·         Sensitivity to differences and active listening to perspectives and concerns.

·         Building and maintaining relationships with various stakeholders, such as community leaders, healthcare providers, government agencies, and NGOs, using active listening, empathy, negotiation, and conflict resolution.

·         Ability to convey information succinctly and empower participation in health promotion and inclusion initiatives.

·         Skills in articulating the benefits of program participation persuasively.

·         Proficiency in presenting findings and recommendations in an understandable manner to stakeholders and management, both orally and in writing.

DesirableExperience working with government departments and civil society organisations.Experience working in the human development areas of health and/or education and/or community development.Understanding of gender equality, disability and social inclusion to enable integration considerations for the Samoan context.Familiarity with international health guidelines, standards, and best practices.


Continuous

Annum

0.00 - 0.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.