Orphan Sponsorship & Special Requests Officer

ResponsibilitiesThe Orphan Sponsorship & Special Requests 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 ManagementReview and support management of agreements with global program teams to ensure:Accuracy of sponsored orphan records and special request deliverablesClear timelines for reporting and implementation milestonesTrack 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 disseminationMaintain up-to-date awareness of:Programmatic changes, delays, or access constraintsPolicy updates affecting orphan sponsorship or special request deliveryIdentify risks to delivery timelines or donor commitments and escalate proactivelyConduct periodic audits of sponsorship and special request files to ensure completeness and accuracySupport troubleshooting with global teams to resolve delivery or reporting gapsSupport preparation for field visits, including documentation and coordinationAdvocate for Human Appeal USA’s donor commitments and quality standards within global program coordinationDonor-Facing Program Support & StewardshipEnsure timely and accurate feedback loops to donors, aligned with donor expectationsSupport internal teams in responding to:Donor inquiries, complaints, or escalationsSponsorship mismatches, delays, or missing reportsMaintain visibility into:Active, inactive, and pending sponsorshipsPipeline of available orphans and special request opportunitiesContribute to improving donor experience and retention through consistent and transparent program updatesCross-Departmental CollaborationAct as a liaison between:International Programs (US & Global)Fundraising / Income Generation teamsDonor Care teamsSalesforce / Data teamsProvide real-time program insights to support fundraising campaigns and sponsorship drivesCoordinate resolution of operational issues including:Salesforce coding or allocation discrepanciesPayment tracking issuesMissing or delayed reportsSystems, SOPs & Workflow SupportSupport the Programs Manager in developing and rolling out grant management systems, SOPs, and workflowsIdentify process gaps and suggest improvementsSupport adoption of new systems across teamsDocumentation & Knowledge ManagementEstablish and maintain organized, centralized program documentation systemsEnsure all files are complete, accurate, and audit-readySupport institutional knowledge through consistent documentation practicesQualifications & ExperienceBachelor’s degree in International Development, Humanitarian Studies, Business Administration, or a related field2–4 years of relevant experience in program coordination, nonprofit operations, or donor-funded programsExperience working in a multi-stakeholder or cross-functional environment preferredInterest in humanitarian programming and donor engagementCore Competencies Strong attention to detail and commitment to accuracyHighly organized with ability to manage multiple tasks and deadlinesStrong written and verbal communication skillsAbility to work collaboratively across teams and culturesProactive and solutions-oriented mindsetAbility to identify issues and escalate appropriately