Program Assistant, South America

Smile Train is the world’s leading cleft-focused organization. Our vision is a world where everyone has access to safe, high-quality comprehensive cleft care and can live a full and healthy life. We train and support doctors and other medical professionals to provide our patients with free, life-changing, comprehensive cleft treatment. This sustainable model has allowed us to support more than 2 million cleft surgeries in 95+ countries since our founding in 1999, and we’re still just getting started. We are truly changing the world one smile at a time

Role Summary:

As a Program Assistant for South America, you’ll be the engine behind our regional operations, owning the processes that keep our seven-country portfolio running – from program data and reporting to procurement and logistics. Working with a high degree of autonomy, you’ll be a first point of contact for our partner network, triaging partners inquiries and ensuring each one is routed and resolved quickly. This role is designed for an experienced operations professional who can anticipate needs, improve how the team works, and carry assigned initiatives from start to finish with limited day-to-day supervision.

Reports To:

Sr. Program Manager, South America

Key Responsibilities:

Data, Analysis & Reporting

• Maintain and analyze program data to monitor performance and impact, proactively flagging trends, risks, and anomalies to Program Managers.
• Produce recurring and ad hoc reports for internal decision-making and donor communications.
• Lead periodic data audits to ensure accuracy and completeness, and follow up directly with partners to close gaps.

Program Operations & Systems Support

• Partner with Program Managers on day-to-day operations and regional initiatives, independently managing assigned workstreams end to end.
• Serve as a first point of contact for partner and patient inquiries, resolving routine cases independently and escalating complex ones with a recommended course of action.
• Onboard and train partners in Smile Train’s program systems and tools.
• Troubleshoot system issues, and propose and implement improvements to internal workflows.
• Document, standardize, and share operational processes and best practices across the regional team.

Procurement & Administration

• Manage cost comparisons, purchase orders, vendor engagement, and delivery tracking through to completion.
• Maintain internal documents and shared resources, ensuring the team always works from current information.
• Prepare presentations, meeting summaries, and briefing materials for internal and external audiences.

Logistics, Events & Occasional Comms Support

• Coordinate the planning and execution of events, trainings, site visits, and partner meetings, owning timelines and deliverables.
• Coordinate logistics such as travel, accommodations, venues, and vendor communication.
• When requested, support the communications and education teams by collecting and organizing content (photos, videos, stories) and helping manage digital assets.

Required Education:

• Bachelor’s degree in business administration, international relations, public health, social sciences, engineering, or a related field.
• A postgraduate specialization or MBA in a related area will be considered a plus.

Experience:

• Minimum 5 years of relevant professional experience, including a demonstrated track record of working autonomously and owning processes end to end.
• Hands-on experience coordinating initiatives, supporting program implementation, managing vendors or budgets, and engaging diverse stakeholders across multiple countries or cultures.

Language:

Fluent in English (official language) and Spanish (spoken and written).

Additional Eligibility Qualifications:

• Experience with global health programs, including relevant certifications or training, will be considered a plus.
• Prior experience in an international nonprofit or multi-country operation, formal project management training or certification (e.g., CAPM, PMP), and advanced proficiency in Excel and data or CRM platforms will also be considered a plus.

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.