Field Processing Manager (Circuit Rides) 155 views0 applications

Job Title: Field Processing Manager (Circuit Rides)
Grade: 9 (I)
Level: Level 2 Manager
Salary: $51,731 annually
Division: Programs
Department: Field Processing
Location: Nairobi, Kenya

CWS RSC Africa
The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration. CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya, with a sub-office in Pretoria, South Africa.

Benefits

CWS Global and RSC Africa offer a total compensation package. The total compensation package includes a housing stipend, company life insurance, comprehensive health insurance, vision coverage, a non-participatory 5% retirement contribution, 22 vacation days a year, 3 personal days per calendar year, 1 day of sick leave per month, AD&D insurance, Bereavement leave, Employee Assistance Program (EAP), and optional dental coverage.

EEOC
Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability, or veteran status in employment or the provision of services.
Due to the volume of applications that we receive, only those individuals shortlisted will be contacted.

To Apply:
Please click the below link to apply directly online to this position.
https://rscafrica.applicantstack.com/x/detail/a2d9enfnj8xg?preview=1

This position is open to international applicants.

Please note CWS RSC Africa does not accept resumes for positions that are not posted. All applicants are required to submit their resume using the on-line applicant tracking system.

Eligibility List
The eligibility list established as a result of this job posting will be used for a minimum of six months or until the list is exhausted. This list will be used to fill any current and immediate future vacancies. Individuals who are interested in this position should submit their application materials now.

Communication
Please note CWS RSC Africa uses e-mail for all recruitment contacts. Please be sure to check your e-mail regularly.

Application Materials
Your application materials should clearly indicate how you meet the requirements of the position. Be sure your resume is in an easy to read format. Dates of employment on your resume should be in mm/yy format.

Primary Purpose

This position is responsible for managing all United States Refugee Admissions Program (USRAP) circuit ride planning and management for all circuit ride activity at RSC Africa. This includes managing workflow within circuit ride activity and collaborating with other program departments. This position ensures that RSC Africa processing priorities and targets are met and that standard operating procedures are strictly followed. The position is a member of the RSC Africa Leadership Team.

Supervision

This position directly supervises the Circuit Ride Specialists.

This position reports directly to the Field Processing Coordinator.

Essential Duties

Compliance

1. Ensures all refugee case processing functions within all circuit ride planning and execution strictly adhere to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
2. Ensures development, implementation, dissemination and monitoring of standard operating procedures (SOPs) for circuit ride scheduling including the use of the Circuit Ride Portal, tracking of logistical issues from the field and country specific knowledge.
3. Conducts regular process reviews to compare requirements vs. current processing and outputs.
4. Facilitates DNA testing for P3 applicants as needed.
5. As needed, travel to field locations to monitor logistics and meet with partners and vendors.

Data Management and Analysis

1. Ensures that all Pre-screening and USCIS circuit rides are planned and scheduled in an efficient and effective manner and are in line with USRAP priorities and country specific requirements for Sub-Saharan Africa.
2. Creates Pre-screening and USCIS circuit ride projections for partners, in coordination with the Field Processing Managers, Field Processing Coordinator and Deputy Director.
3. Acts as the point person for partner and staff inquiries relating to circuit ride planning, scheduling and logistics.
4. Closely monitors the movement of cases through the Pre-USCIS pipeline, ensuring cases are being processed and presented according to USRAP priorities.
5. Develops and implement department specific pipeline analysis to inform workload projections and staffing and to anticipate future workloads.
6. Takes the lead on ensuring successful completion of the following tasks; projections, use of the Circuit Ride Portal, Partner’s Report, Preliminary Announcements and Confirmation Memos, staffing circuit rides, bank runs, Trip Briefs, staff’s contact information while in the field, weekly updates related to circuit ride logistics from the field, signing of expense reports, logistical issue tracking, Trip Debriefs, circuit ride clean-up, scheduling R&R, and Trip Reports.
7. Manages reports and quality control checks (QCs) that ensure accuracy and efficiency as well as their use.
8. Establishes effective communication systems regarding data.
9. Ensures annual plan and strategic planning goals are met as communicated by the Field Processing Coordinator.

Representation

1. Develops and maintains effective relationships with RSC implementing partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
2. Ensures partner communication from the department is professional, timely and proactive.
3. Represents organizational policies and culture to staff.
4. Ensures the workforce is professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

Performance Management

1. Provides direct supervision and leadership to the Circuit Ride Specialists, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
2. Develops and implement training modules for the Circuit Ride Specialists, in coordination with the Training unit, and ensure that staff receive cross training on different aspects of refugee processing, and that they are monitored and evaluated.
3. Ensures that QCs are being conducted and feedback is being provided to staff and/or other departments.
4. Ensures coaching, mentoring, feedback and corrective action plans are being carried out where needed.
5. Ensures establishment of performance expectations and communication, on-boarding and training.
6. Develops performance management systems that support consistency in work outputs.
7. Monitors staff time and attendance.

Staff Care

1. Monitors and ensure a safe, healthy and professional work environment.
2. Ensures direct reports are accessing and using their benefits appropriately including leave.
3. Actively support staff by promoting safe space, open-door and the escalation policy.
4. Establishes and communicate clear expectations to staff to foster a predictable and consistent work environment.
5. Ensures staff are safe in the field by coordinating with the RSC Staff Security Coordinator and disseminating information related to safety to staff in the field.

Program Administration

1. Ensures the deployment of Field Processing staff and resources to ensure timely flow of cases and successful execution of circuit rides in coordination with Programs Management.

This position also undertakes other duties as assigned by CWS/RSC Africa Management.

Qualifications

Education:

Bachelor’s Degree or four (4) years of paid work experience in lieu of a Bachelor’s Degree required.

Experience: (required)

• Eight (8) years of paid work experience is required
• Three (3) years of direct supervisory experience is required

Knowledge/Skills:

• Thorough knowledge of the US Refugee Admissions Program and WRAPS database
• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
• Excellent English writing skills and clear communications style
• Excellent organizational and time management skills

Abilities:

The Field Processing Manager must have the ability to:

• exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;
• travel in sub-Saharan Africa on short notice and often under sometimes difficult conditions to meet demands of a dynamic operational program;
• communicate effectively both verbally and in writing;
• follow instructions with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS;
• maintain a high performance standard with attention to detail.
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• work independently and contribute to overall operations of RSC Africa.
• take initiative in the development and completion of projects within the specified timeframe;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation.
• effectively manage RSC Africa’s resources; and
• actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Working Conditions

Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.

Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.

Special Requirements: Background check is required before the start of employment. A valid U.S. passport and the ability to maintain a valid U.S. passport throughout the entire appointment is required, which includes having enough passport pages for travel. The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must be legally eligible to work and obtain a work permit in Kenya. Must have proof of Yellow Fever vaccination before traveling for CWS RSC Africa. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification: None

Competencies

Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge
Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork
Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership
Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.