Overview
Programs Coordinator Jobs in Fairfax, VA at Human Appeal USA
Title: Programs Coordinator
Company: Human Appeal USA
Location: Fairfax, VA
Responsibilities
The Programs Coordinator plays a critical role within the International Programs Department at Human Appeal USA. This position is responsible for managing and strengthening the delivery of two high-visibility, donor-facing portfolios:
- Orphan Sponsorship Program (1:1 sponsorship model)
- Special Requests Portfolio (individually funded interventions such as wells, livestock, medical support, wheelchairs, masjid contributions, etc.)
This role ensures high-quality program delivery, accurate reporting, and timely donor feedback, acting as a key bridge between Human Appeal USA’s fundraising teams and global program implementation teams. The Coordinator will play a central role in ensuring that donor commitments are fulfilled with integrity, transparency, and operational excellence.
Key Responsibilities
- Grant & Program Management
- Review and support management of agreements with global program teams to ensure:
- Accuracy of sponsored orphan records and special request deliverables
- Clear timelines for reporting and implementation milestones
- Track program deliverables and ensure timely submission of reports, including:
- Orphan updates (profiles, progress reports, sponsorship status)
- Special request completion reports (photos, narratives, verification)
- Conduct quality assurance reviews of all reports prior to donor dissemination
- Maintain up-to-date awareness of:
- Programmatic changes, delays, or access constraints
- Policy updates affecting orphan sponsorship or special request delivery
- Identify risks to delivery timelines or donor commitments and escalate proactively
- Conduct periodic audits of sponsorship and special request files to ensure completeness and accuracy
- Support troubleshooting with global teams to resolve delivery or reporting gaps
- Support preparation for field visits, including documentation and coordination
- Advocate for Human Appeal USA’s donor commitments and quality standards within global program coordination
- Donor-Facing Program Support & Stewardship
- Ensure timely and accurate feedback loops to donors, aligned with donor expectations
- Support internal teams in responding to:
- Donor inquiries, complaints, or escalations
- Sponsorship mismatches, delays, or missing reports
- Maintain visibility into:
- Active, inactive, and pending sponsorships
- Pipeline of available orphans and special request opportunities
- Contribute to improving donor experience and retention through consistent and transparent program updates
- Cross-Departmental Collaboration
- Act as a liaison between:
- International Programs (US & Global)
- Fundraising / Income Generation teams
- Donor Care teams
- Salesforce / Data teams
- Provide real-time program insights to support fundraising campaigns and sponsorship drives
- Coordinate resolution of operational issues including:
- Salesforce coding or allocation discrepancies
- Payment tracking issues
- Missing or delayed reports
- Systems, SOPs & Workflow Support
- Support the Programs Manager in developing and rolling out grant management systems, SOPs, and workflows
- Identify process gaps and suggest improvements
- Support adoption of new systems across teams
- Documentation & Knowledge Management
- Establish and maintain organized, centralized program documentation systems
- Ensure all files are complete, accurate, and audit-ready
- Support institutional knowledge through consistent documentation practices
Qualifications & Experience
- Bachelor’s degree in International Development, Humanitarian Studies, Business Administration, or a related field
- 2–4 years of relevant experience in program coordination, nonprofit operations, or donor-funded programs
- Experience working in a multi-stakeholder or cross-functional environment preferred
- Interest in humanitarian programming and donor engagement
Core Competencies
- Strong attention to detail and commitment to accuracy
- Highly organized with ability to manage multiple tasks and deadlines
- Strong written and verbal communication skills
- Ability to work collaboratively across teams and cultures
- Proactive and solutions-oriented mindset
- Ability to identify issues and escalate appropriately
