Position Title: Operations Coordinator, Cross Regional, India
Location: Delhi, India (preferred but open to candidates in other locations in India) – Remote with travel to in-person meetings and events
Reports to: TBC
Hours per week (average): 40 hours (100% FTE)
Our Vision and Mission – WomenLift Health envisions a world where diverse, accomplished leaders collectively transform health outcomes. To realize that vision, we seek to expand the power and influence of talented mid-career women in health and engage with senior institutional and societal leaders to catalyze systemic change for gender equality in health leadership. We work in East Africa, India, West Africa, North America and Southern Africa, and continue to explore outreach to other regions.
Our Work – Established in 2019, we work to advance equality in health leadership through a range of actions at the individual, institutional and societal levels. This includes our Leadership Journeys, which equip mid-career women with tools, along with peer, mentor and coach support, to use their voice, expertise and leadership for impact. It includes driving conversations and partnerships with senior leaders in health institutions to prioritize gender equality. It also includes convening global conversations about the importance of women’s leadership and amplifying the voices of national and global health leaders, including at the WomenLift Health Conference.
Our Culture and Values
We are building a diverse, entrepreneurial team of people who bring unique cultural and technical perspectives and experiences. We welcome results-oriented problem-solvers of any nationality, race, gender, sexual orientation, age and disability. We are a growing organization committed to building a culture with our partners that values:
- Collaborative leadership that celebrates diverse perspectives and experiences and ensures everyone contributes to their full potential.
- Partnership grounded in humility, respect, empathy, and inclusion.
- Transformative change based upon bold, strategic thinking combined with adaptability and pragmatic action.
- Spirit of learning that ensures we are open, forward-looking, constructive, and committed to growing collectively and individually.
- Achieving impact by improving global health and gender equality.
POSITION SUMMARY
The Operations Coordinator will be based out of India and work under the direction of the Senior Operations Director. The Operations Coordinator will be an important member of the small and nimble WomenLift Health Operations team helping to design, build, and implement the ambitious WomenLift Health strategy and work program. This position plays a vital role in team resource management, meeting/travel planning and logistics, and contract management and payment, primarily in India, but also supporting the team globally as well. The Operations Coordinator must possess a keen eye for detail, planning, and organization and enjoy building and refining implementation processes and systems. The ideal candidate should be able to work adeptly both independently and in a team.
RESPONSIBILITIES AND TASKS
Working with the Senior Operations Director and the Operations team, implement operational policies and procedures. The role is expected to support both areas, with an indicative allocation of approximately 50% to each. The balance may vary over time according to operational priorities, event schedules and hub needs.
- Global / Cross-Regional Operations (approximately 50%)
- Workplan and shared systems
- Support implementation of the Global Operations workplan and assigned cross-hub systems, tools, reporting processes and priority projects.
- Track assigned activities, update status, maintain records and flag risks or delays.
- Support consistent use of approved platforms, including Microsoft 365, SharePoint, Zoom, Monday.com, HubSpot and other designated systems.
- Maintain shared templates, calendars, trackers and reference documents so information remains accurate, accessible and current.
- Functional team and cross-hub support
- Provide assigned operational and logistical support to functional teams and cross-hub initiatives.
- Coordinate meetings, travel, vendors, participant communications, materials and post-event documentation for assigned activities.
- Clarify requirements and timelines with functional and hub colleagues and escalate competing priorities.
- Maintain action trackers, shared calendars and required documentation for assigned functional-team and cross-hub activities.
- Contracts, vendors and payments
- Track assigned contracts, vendors, deliverables, deadlines, invoices, payment status, renewals and required documentation.
- Review documentation only for completeness and process compliance, maintain approved records and route items to the authorized reviewer or approver.
- Escalate legal, compliance, budget, approval or higher-risk issues; this role does not conduct legal review, sign contracts, commit funds or approve payments.
- Liaise with program colleagues, vendors and Finance to gather missing documentation, confirm process status and support timely follow-through.
- Travel and logistics
- Support travel authorization and documentation processes for assigned activities.
- Check travel requests, itineraries, comparisons, receipts and forms for completeness and process compliance; this does not confer budget, exception or final approval authority.
- Coordinate flights, accommodation, meeting space, ground transport, trackers and participant support, and escalate exceptions or concerns.
- Maintain travel trackers, booking records, participant information, submission dates and event logistics sheets for assigned activities.
- SOPs and shared infrastructure
- Contribute to drafting and testing SOPs, templates and checklists under the direction of the designated Senior Operations Coordinator or line manager.
- Apply approved tools in the India Hub context, document recurring questions and suggest improvements.
- Maintain assigned shared records, inboxes, distribution lists, SharePoint folders, equipment or software trackers and access records.
- Support file organization, naming conventions, access records and periodic audits within approved SharePoint and records-management structures.
- Workplan and shared systems
- India Hub Operations (approximately 50%)
- Hub operations and local implementation
- Serve as the Operations point of contact for India Hub meetings, events, travel, procurement, vendors, documentation, reimbursements and local logistics, with support from GFS team as needed/requested.
- Implement approved Operations policies, SOPs, systems and tools in the India Hub context.
- Coordinate routine facilities, office management, equipment, supplies, local vendors and procurement through approved processes.
- Track the India Hub contribution to the annual Operations workplan, maintain status updates and flag workload or delivery risks.
- Hub events and meetings
- Coordinate standard India Hub events and meetings (e.g., LiftOff, Immersion and PowerUp workshops), including venue research, vendor outreach, catering, rooming lists, travel, materials, participant communications, onsite or virtual support and closeout (with closeout potentially through GFS).
- Use approved templates and track event deliverables, contracts, documentation and payment status; escalate complex, high-risk or multi-hub events.
- Use approved event plans, checklists, participant trackers and run-of-show templates, adapting logistics to the local context within defined parameters.
- Track event deliverables, deadlines, contracts, vendor documentation, payment status and closeout actions in the designated systems.
- India Director and Hub administrative support
- Provide hub-specific calendaring, travel, agenda, document, presentation and meeting-preparation support to the India Director within the agreed hub allocation.
- Coordinate the India Director’s approved hub-related travel bookings, meeting logistics, reimbursements and supporting documentation.
- Prepare or edit assigned hub documents, presentations, meeting materials, notes and action lists, ensuring records are stored appropriately.
- Hub finance and documentation support
- Collect and organize forms, receipts, invoices, reimbursement documentation and supporting materials.
- Submit and track items through approved Finance or PEO processes and escalate missing documentation, compliance concerns or delayed approvals.
- Maintain complete, orderly hub finance-support and vendor records in the correct shared locations in line with retention and access requirements.
- Hub operations and local implementation
EDUCATION & EXPERIENCE (REQUIRED)
- Bachelor’s degree in a related field and at least 5 years of relevant experience in operations, administration, project coordination or a comparable role; or 8 years of relevant experience without a degree.
- Strong organization, attention to detail and ability to manage multiple concurrent tasks and deadlines.
- Strong written and verbal communication skills in English and ability to work across cultures and time zones.
- Proficiency with Microsoft 365, SharePoint, Zoom and comparable operations platforms.
- Ability to take initiative, follow approved processes, exercise judgment on routine matters and escalate appropriately.
- Commitment to WomenLift Health’s mission, vision, Theory of Change and unique positioning in the health field.
- Ability to travel up to 10%; may include cross-hub or global activities.
EDUCATION & EXPERIENCE (PREFERRED)
- Experience in a nonprofit, or international development setting.
- Additional language skills relevant to India (e.g., Hindi).
- Familiarity with TravelPerk, HubSpot and related operations systems.
- Familiarity with the India operating context, including local vendors, procurement, and travel and event logistics across states.
HOW TO APPLY
Please visit the WomenLift Health careers page, select the appropriate position and complete the application form. As part of the application, you will be asked to submit: a) your resume; b) a cover letter explaining why you are interested in, and a good fit for, the role; and c) a list of three references.
Hiring Information
Hiring Statement:
WomenLift Health intends to hire the selected candidate through its Professional Employer Organization (PEO) partner, GFS Consulting Private Limited (India). The candidate must live in and be authorized to work in India. WomenLift Health does not sponsor work visas.
WomenLift Health is an equal opportunity employer and encourages people of diverse backgrounds to apply.