Primary Purpose:

This position is responsible for overseeing all United States Refugee Admissions Program (USRAP) projections planning, including monitoring submissions; planning pre-screening, adjudications, cultural orientation and pre-departure activity; and ensuring accurate departure projections. This includes: ensuring the development of appropriate tools for a data driven approach; ensuring scheduling guidelines are adhered to in the prioritization of caseloads; incorporating PRM, USCIS, and RSC Africa priorities as appropriate; and understanding & monitoring the pipeline holistically from submission to departure. This position engages all country implementation teams to ensure understanding of workload allocations as per the projections and monitors progress against targets in close coordination with the Senior Manager, Circuit Rides & Travel. The position also engages closely with relevant partners to ensure collaboration and early forecasting of likely activities.

Responsibilities

Working Environment

• In office environment
• Periodic travel to the field as may be required

Core Job Responsibilities:

Leadership and Management (20%)

• Participate in and provide input in strategic planning conversations to achieve RSC Program goals.
• Engage in effective team management as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.
• Coordinate programmatic inputs to the annual RSC budgeting process by working with Program Operations teams to anticipate staffing and resource needs based on PRM processing targets; monitors spending throughout the year against budget targets
• Monitor effective and appropriate use of resources across the team within the approved budget.
• Determine and apply cost saving measures to ensure program sustainability.

Program Administration (30%)

• Lead all Projections activities, in coordination with key stakeholders.
• Oversee development of work plans, their implementation and reporting for the Projections Specialists reporting to this position.
• Track progress towards achievement of established annual goals and objectives, and the implementation of projected circuit ride activity in particular.
• Coordinate the deployment of staff and resources to ensure timely and efficient work output, in coordination with Programs Management.

Representation (15%)

• Maintain effective relationships with RSC Africa/USRAP partners.
• Ensure partner communication is professional, timely and proactive.
• Occasionally travel to field sites to meet with/accompany PRM/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
• Ensure staff are professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.
• Ensure RSC Africa interests and concerns are represented in collaboration with the PRM Pipeline team, and that PRM guidance is incorporated into projections.

Compliance (10%)

• Ensure all functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
• Develop, implement, and disseminate internal standard operating procedures (SOPs) for projections processing.
• Provide input on effects of external policy updates on the department’s internal SOPs and workflow and implement changes due to these updates.
• Ensure timely and accurate reporting of suspected fraud, malfeasance, and data breaches and report any identified areas of significant compliance risk for the RSC Africa program.
• Coordinate regular departmental process reviews to compare requirements vs. current processing and outputs and implement process changes based on the outcome of the process reviews.
• Conduct QCs and job function observations of staff, and oversee team QC efforts, to ensure compliance is met and identify areas of improvement or training needs. Provide feedback to staff and/or other departments.

Data Management and Analysis (20%)

• Oversee the development and maintenance of appropriate data analysis processes and tools to ensure a data driven approach to projections.
• Develops, updates, and ensures the use of projections tools, including the Projections Calculator.
• Develops and communicates annual and quarterly projections.
• Ensure RSC Africa and PRM Scheduling requirements are prioritized appropriately.
• Establishes and maintains effective communication systems regarding data within the department and other program departments.
• Reviews and distributes departmental reports on schedule.
• Oversees the use of the Travel Budget Calculator to generate annual and quarterly travel budgets, in coordination with the Logistics and Finance teams.

Additional Roles and Responsibilities (5%)

• US passport holders may be required to facilitate DNA collection.
• Any other duties as assigned.

Qualifications

Experience:

• 8 years of paid work experience is required.
• 3 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action and directing day-to-day work is required.
• Demonstrated management experience, to include administrative and program management, with a refugee serving/processing agency(s) preferred.
• Previous experience with USRAP preferred.

Skills:

• Strong analytical skills and excellent report-generation skills with the ability to understand, process and document information for a variety of audiences.
• Strong supervisory skills and understanding of performance management systems.
• Excellent organizational and time management skills.
• Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
• Strong English communication skills, both oral and written.

Education & Certifications:

• Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a Bachelor’s Degree required.
• Master’s Degree preferred.

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Primary Purpose

This position is responsible for the management and implementation of all Cultural Orientation activities for CWS/RSC Africa in sub-Sahara Africa and provides effective and efficient field mission planning, administrative support, communications, and logistical support while adhering to USRAP procedures and B/PRM Guidelines. The Program Manager actively monitors all aspects of the implementation of USRAP activities undertaken by Program Processing Supervisors and Program Processing Associates in both the Nairobi office and the field. This position ensures that RSC Africa processing priorities and targets are met and that standard operating procedures are strictly followed

Key relationships

Internal to CWS

• RSC Director
• Deputy Director of RSC Programs
• Senior Program Managers
• Program Processing Supervisors
• Program Processing Associates
• ARDU Program Manager
• ARDU Program Supervisor
• ARDU Program Associates
• Travel Supervisor
• Projections Specialist
• Senior Case Quality Specialist
• Data Integrity Supervisor
• Senior Circuit Rides and Travel Manager
• Circuit Ride Specialist

External

• BPRM Program Officers
• PRM Coordinators
• UNHCR
• IOM
• USCIS
• RPC
• Resettlement Agencies

Responsibilities

Working Environment

• Primarily in-office with occasional work from home as requested and approved.
• Periodic travel to the field as may be required.

Core Job Responsibilities:

Leadership and Management

• Provides direct supervision and leadership to the Program Processing Supervisor – CO, Program Processing Associates – CO and other Program Processing Associates as may be needed, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
• Develops and implements training modules for CO staff, in coordination with the Learning and Development and ensures that staff receive cross training on different aspects of refugee processing, and that they are monitored and evaluated.
• Ensure that QCs are being conducted and feedback is being provided to staff.
• Ensure coaching, mentoring, feedback and corrective action plans are being carried out where needed.
• Ensure establishment of performance expectations and communication, on-boarding and training
• Monitor staff time and attendance.
• Monitor and ensure a safe, healthy and professional work environment.
• Ensure direct reports access and use their benefits appropriately, including leave.
• Ensure staff are safe in the field by coordinating with the RSC Staff Security and disseminating information related to safety to staff in the field.
• Provide input on quarterly and/or annual Learning and Development staff and work projections, which contribute to Programs annual budget.
• Determine and apply cost saving measures to ensure program sustainability.
• Support RSC Management to analyze assessment results for future training plans.

Compliance

• Ensures all CO training functions strictly adhere to the PRM, RPC, CWS and RSC Africa policies, guidelines and procedures.
• Ensures development, implementation, dissemination, monitoring and adherence of standard operating procedures (SOPs) for cultural orientation.
• Conducts job function observations of Program Processing Associates – CO and other program staff to ensure compliance is met and identifies any areas of improvement or training needs.
• Conduct and participates in regular process reviews to provide feedback and to monitor quality vis a vis output.
• Report on departmental compliance and achievements to required internal and external stakeholders.

 Program Administration

• Develops digital presentations and supports Program Processing Associates – CO in conducting cultural orientation using online and other remote learning modules.
• Assists in preparation of the CO budget and modifications.
• Obtains circuit ride related costs from partners and reviews budgets and invoices for accuracy.
• Develops and updates Standard Operating Procedures related to circuit ride preparation to enhance consistency and coordination.
• Assists in organizing the hiring and training of Cultural Orientation staff.
• Maintains records of all correspondence with

 Data Management and Analysis

• Closely monitors the movement of cases through the RSC Africa refugee pipeline, and ensures cases receive CO according to the PRM Cooperative Agreement and prepares required statistics reports.
• Acts as the point person for staff inquiries related to CO.
• Develops and implements department specific pipeline analysis to inform workload projections and staffing and to anticipate future workloads in coordination with the relevant Senior Managers.
• Manage reports and quality control checks that ensure accuracy and efficiency.
• Ensures annual plan and strategic plan goals are met.
• Reviews RSC Africa trip reports and follows up on identified issues.

 Representation/Engagement

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

Additional roles and responsibilities

• Other duties that may be assigned to enhance the quality and efficiency of U.S. Refugee Admissions Program (USRAP) to attain set objectives and maintain high professional standards of RSC Africa. Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.

Qualifications

Experience:

• A minimum of Eight (8) years paid work experience managing complex projects.
• A minimum of Two (2) years of direct supervisory experience is required.
• US refugee resettlement experience is required.
• Previous program management experience preferred
• Previous experience conducting training or presentations preferred.

Skills:

• Thorough knowledge of the US Refugee Admissions Program (USRAP).
• Excellent English writing skills and clear communication style.
• Excellent organizational and time management skills.
• Excellent computer skills, in particular Microsoft Office.

Education & Certifications:

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