JOB DESCRIPTION FOR THE HPB AND LIVER TRANSPLANT PROGRAM COORDINATOR

Location: King Faisal Hospital Rwanda (KFHR), Kigali, Rwanda

Department: Department of Surgery

Reports To: HPB and Liver Transplant Clinical and Academic Program Director

Contract Type: 1 year renewable

Position Overview:

King Faisal Hospital Rwanda (KFHR) is seeking a qualified and highly organized HPB and Liver Transplant Program Coordinator to support the development and implementation of its Hepatopancreatobiliary (HPB) and Liver Transplant Clinical and Academic Program.

The Program Coordinator will provide administrative, operational, clinical-service, regulatory liaison, and academic coordination support to strengthen specialized HPB surgical services, advance liver transplantation capacity, and support the development of postgraduate medical education, fellowship training, research, and institutional academic partnerships.

The successful candidate will serve as the central coordination point between the Program Director, clinical departments, hospital management, academic institutions, national regulatory authorities, patients, trainees, researchers, and external partners. The role will ensure effective coordination of clinical and academic activities, timely implementation of program objectives, stakeholder engagement, monitoring of deliverables, and systematic reporting.

Key Responsibilities

• Support the Program Director in implementing approved clinical and academic strategic and operational plans, coordinating day-to-day program activities, maintaining integrated activity calendars, organizing meetings, following up on action points, and preparing progress reports and presentations.
• Maintain accurate and updated program records, databases, stakeholder information, and documentation, ensuring proper filing, confidentiality, and compliance with data protection requirements.
• Coordinate clinical services, including patient referrals, appointments, consultations, investigations, multidisciplinary assessments, and follow-up arrangements.
• Organize HPB and Liver Transplant MDT and transplant team meetings, ensuring availability of relevant patient records, imaging, laboratory results, meeting documentation, and follow-up of decisions.
• Facilitate communication and coordination among relevant clinical departments and healthcare professionals, including surgeons, specialists, radiology, oncology, pathology, anaesthesia, intensive care, laboratory services, and blood bank.
• Maintain clinical service activity records and support monitoring of performance indicators, including service volumes, surgical activity, complications, patient outcomes, and follow-up data; coordinate clinical equipment, instruments, consumables, and other operational requirements.
• Support implementation of the liver transplant development roadmap by tracking institutional readiness milestones relating to infrastructure, equipment, staffing, and regulatory requirements, and coordinating donor and recipient assessments, multidisciplinary reviews, and related documentation.
• Serve as the administrative focal person for the Ministry of Health (MoH), Rwanda Biomedical Centre (RBC), National Transplant Committee (NTC), and other relevant authorities, under the Program Director's guidance.
• Compile and maintain donor and recipient regulatory dossiers, including consent forms, identity and relationship documents, evaluation summaries, and MDT recommendations; track required regulatory clearances before transplantation and support transplant registration and follow-up reporting in national registries.
• Monitor relevant national laws, guidelines, and directives on organ donation and transplantation and alert the Program Director to regulatory changes.
• Coordinate academic activities and partnerships involving KFHR, the University of Rwanda (UR), AHSU, and other institutions, including postgraduate teaching, seminars, workshops, grand rounds, scientific conferences, journal clubs, and academic exchanges.
• Support the development, review, and organization of academic curricula, program documents, handbooks, and training materials, while maintaining academic calendars and records of faculty participation, teaching activities, and trainee progress.
• Coordinate the establishment and implementation of HPB and Liver Transplant Fellowship Training Programs, including curriculum documentation, recruitment, applications, interviews, admissions, orientation, and induction.
• Manage fellowship administrative coordination, including training schedules, clinical rotations, procedure logbooks, external attachments, observerships, international training opportunities, faculty supervision, mentorship, examinations, competency assessments, academic reviews, and trainee progress tracking.
• Facilitate timely submission of fellowship documentation, evaluation reports, and accreditation requirements, in collaboration with academic institutions and relevant regulatory authorities.
• Support implementation of the program's research agenda by coordinating research meetings, academic collaborations, and scientific activities; maintain databases of research projects, investigators, milestones, grants, presentations, and publications.
• Facilitate research protocol submissions, regulatory documentation, and communication with researchers, institutional research offices, and ethics committees; coordinate manuscript development, scientific presentations, and research dissemination activities.
• Support quality assurance and performance monitoring through clinical audits, quality improvement activities, program evaluations, and follow-up of recommendations from MDT meetings, academic reviews, and clinical audits; maintain a program risk and issues register.
• Assist the Program Director in preparing annual budgets and operational plans, coordinating resource and procurement requests, and following up with finance, procurement, pharmacy, biomedical engineering, and other relevant departments.
• Track approved program expenditures, procurement requests, funding opportunities, grants, and academic sponsorship, and provide administrative support for grant applications.
• Coordinate national and international partnerships, maintain stakeholder databases, facilitate collaboration with international HPB and liver transplant centers, and organize visiting experts, institutional visits, training attachments, exchange programs, and partnership meetings.
• Support the development of regional referral networks and monitor implementation of collaborative activities and institutional commitments.
• Perform any other relevant administrative, operational, academic, and program coordination duties as assigned by the Program Director.

Minimum Qualifications

• Bachelor's degree in Health Sciences, Medicine, Nursing, Healthcare Administration, Public Health, Project Management, or a related field from a recognized institution.
• A postgraduate qualification in Healthcare Management, Public Health, Project Management, or a related discipline will be an added advantage.
• At least two (2) years of relevant experience in healthcare program coordination, clinical administration, academic program management, or hospital operations.
• Demonstrated experience coordinating multidisciplinary clinical services or specialized medical programs.
• Experience in postgraduate medical education, fellowship administration, or academic program coordination will be an added advantage.
• Experience working with international institutions, academic partners, and external stakeholders will be an advantage.
• Knowledge of Rwanda's legal and regulatory framework for organ donation and transplantation, and experience working with RBC, MoH, or other health regulatory bodies, will be an added advantage.
• Proficiency in Microsoft Office and other relevant program management and reporting tools.
• Excellent written and verbal communication skills in English.

Skills & Competencies

• Excellent organizational, administrative, and program coordination skills.
• Strong communication, interpersonal, and stakeholder engagement abilities.
• Ability to coordinate multidisciplinary clinical, academic, and research teams.
• Strong planning, implementation, monitoring, and reporting skills.
• Good understanding of hospital operations, clinical service pathways, and multidisciplinary patient care coordination.
• Strong documentation, record management, and information management skills.
• Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
• Strong analytical, problem-solving, and follow-up skills.
• Ability to establish and maintain effective working relationships with national and international institutions and partners.
• Good understanding of academic program administration, postgraduate medical education, and fellowship coordination.
• High standards of professional integrity, accountability, confidentiality, and respect for patient privacy.
• Ability to work independently while maintaining accountability to the Program Director.
• Commitment to teamwork, continuous improvement, and institutional excellence.

Why Join This Project?

• Contribute to the development of specialized HPB surgical and liver transplantation services in Rwanda.
• Support the establishment of a regional center of excellence for HPB and liver transplant clinical care.
• Participate in the development of postgraduate medical education and specialized fellowship training programs.
• Contribute to strengthening clinical research, academic collaboration, and scientific advancement.
• Work with multidisciplinary clinical teams, international experts, academic institutions, and national health authorities.
• Support the development of sustainable liver transplantation capacity and improved access to specialized healthcare services.
• Be part of an ambitious institutional initiative aimed at advancing clinical excellence, medical education, and research in Rwanda and the wider region.

Application Instructions:
Interested candidates should submit all required documents via this link by Thursday, November 19, 2026, 23:59 CAT.