Education & Sponsorship Global Coordinator (Back Office Operations)

The Education & Sponsorship Global Coordinators will provide comprehensive back office operational, administrative, programmatic, and data management support for Muslim Hands' global Education and Sponsorship programmes. The role is responsible for coordinating programme implementation, maintaining programme records, supporting donor and sponsor communications, monitoring project performance, managing reporting requirements, and ensuring compliance with organisational policies and procedures.

The holders of the post will act as a key liaison between Head Office, Country Offices, implementing partners, schools, and sponsorship teams to ensure efficient, accountable, and effective programme delivery.

• 1. Programme Operations and Coordination
• Support planning, implementation, monitoring, and reporting of global education and sponsorship programmes.
• Coordinate day-to-day operational activities with country offices, partner organisations, schools, and field teams.
• Conduct programme needs assessments and gather relevant educational and sponsorship data.
• Assist in project planning, implementation scheduling, and resource coordination.
• Support project cycle management processes, including initiation, implementation, monitoring, evaluation, and project closure.
• Coordinate project completion, handover activities, and lessons learned documentation.
• Act as a focal point for programme information gathering and operational communication.
• 2. Education Programme Support
• Maintain comprehensive records of schools, students, teachers, educational interventions, and programme activities.
• Collect, analyse, and interpret educational data to assess programme performance and impact.
• Support the development of reports, presentations, dashboards, and management information systems.
• Assist with coordination of teacher training, educational events, workshops, and capacity building initiatives.
• Liaise with schools and education partners to ensure timely submission of reports and programme data.
• Identify educational challenges, trends, and opportunities for programme improvement.
• 3. Sponsorship Programme Management
• Support administration and operational management of child sponsorship and orphan support programmes.
• Maintain sponsorship databases, beneficiary profiles, supporter records, and sponsorship documentation.
• Coordinate sponsorship-related correspondence, supporter feedback, deactivations, and case management processes.
• Review sponsorship programme reports from country offices and ensure data accuracy.
• Monitor sponsor communications and assist in fulfilling supporter requests in a timely manner.
• Ensure beneficiary information is updated regularly and maintained according to organisational standards.
• 4. Administration and Records Management
• Manage day-to-day administrative functions of the Education and Sponsorship Departments.
• Maintain accurate filing systems, records, databases, and document archives.
• Ensure all programme documentation follows approved organisational templates and procedures.
• Coordinate departmental meetings, training sessions, and workshops.
• Prepare official correspondence, meeting minutes, reports, and programme documentation.
• Support procurement, logistical arrangements, and administrative requests when required.
• 5. Monitoring, Evaluation, Reporting and Data Analysis
• Collect and analyse programme monitoring data from multiple sources.
• Assist with monitoring and evaluation activities to measure programme effectiveness and impact.
• Generate regular reports and analytical summaries for management, donors, and stakeholders.
• Monitor programme indicators and identify areas requiring corrective action.
• Support development of programme dashboards and performance tracking tools.
• Ensure lessons learned and best practices are documented and shared.
• 6. Financial and Systems Support
• Assist with financial requisitions and fund transfer documentation.
• Monitor expenditure against approved budgets and report variances.
• Support budget tracking and programme financial reporting.
• Ensure effective use of organisational systems including:
  • P3
  • PMT
  • UMBRACO
  • Engage
  • Other organisational databases and reporting systems
• Maintain data integrity across all programme management systems.
• 7. Compliance and Quality Assurance
• Ensure all programme activities comply with organisational policies, donor requirements, safeguarding standards, and operational procedures.
• Support preparation and submission of donor reports.
• Assist with internal audits, reviews, compliance checks, and quality assurance activities.
• Promote accountability, transparency, and good governance throughout programme implementation.
• 8. Capacity Building and Technical Support
• Provide operational guidance and technical support to country offices and programme teams.
• Assist in developing training materials, guidance notes, and standard operating procedures.
• Support staff training on programme management systems, reporting requirements, and monitoring tools.
• Encourage sharing of best practices across country offices.
• 9. Field Monitoring and Overseas Visits
• Support planning and coordination of overseas monitoring visits.
• Assist with travel logistics, itineraries, documentation, and visit reports.
• Conduct field visits where required to:
  • Monitor programme implementation.
  • Assess educational needs.
  • Review sponsorship systems.
  • Support staff capacity building.
  • Evaluate project impact.
• Follow up on recommendations arising from monitoring visits.
• 10. Stakeholder Engagement and Marketing Support
• Coordinate communications between Head Office, Country Offices, schools, and partners.
• Support donor engagement by providing programme updates and impact information.
• Work with fundraising and marketing teams to develop educational and sponsorship impact stories.
• Represent the organisation at events, exhibitions, conferences, and awareness campaigns when required.
• Support networking and partnership-building activities.
• Person Specification
• Qualifications
• Degree in Education, International Development, Business Administration, Project Management, Social Sciences, or a related discipline.
• Essential Experience
• Minimum 2 years' experience in programme administration, project coordination, education management, sponsorship programmes, or NGO operations.
• Experience managing databases, reports, and administrative systems.
• Experience working with international teams and multiple stakeholders.
• Experience in monitoring, evaluation, and reporting activities.
• Skills and Competencies
• Technical Skills
• Advanced Microsoft Office skills (Excel, Word, PowerPoint).
• Strong data management and analysis skills.
• Experience using programme management and database systems.
• Report writing and presentation development skills.
• Core Competencies
• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Problem-solving and analytical thinking.
• Ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively.
• Cultural sensitivity and experience working with diverse teams.
• Desirable
• Experience within an international NGO.
• Knowledge of education and child sponsorship programmes.
• Understanding of safeguarding and child protection principles.
• Experience with project management, monitoring, and evaluation frameworks.
• Experience conducting field visits and programme assessments.
• Knowledge of donor compliance and reporting requirements.
• Timely submission of programme and donor reports.
• Accuracy and completeness of programme records and databases.
• Effective coordination of sponsorship and education programme activities.
• Compliance with organisational policies and donor requirements.
• Quality of data analysis and reporting outputs.
• Responsiveness to country office and supporter queries.
• Successful implementation of monitoring and field visit actions.
• Other Duties
• The post holders may be required to undertake additional duties reasonably assigned by the Senior Management in support of organisational objectives while ensuring efficient, accountable, and high-quality programme delivery.
• This role requires commitment to the values, policies, safeguarding standards, and code of conduct of the organisation.