This position is responsible for developing annual and quarterly travel projections and other reports per PRM ad-hoc request, monitoring processing trends and working closely with all relevant RSC Africa stakeholders in relation to travel projections and effective pre-CIS pipeline management. This position will continuously assess requirements as per the pre-CIS pipeline and work to align those requirements with changing demands, as outlined by various stakeholders. They will advise teams internally on how projections stack up against the pipeline reality and propose solutions to ensure alignment wherever possible. This position will coordinate closely with the Senior Departure Projections Specialist to ensure holistic pipeline management from submission through to departure. This is a non-supervisory position.

Key relationships

Internal to CWS

• Deputy Director
• Senior Pipeline and Case Quality Manager
• Senior Programs Managers
• Senior Circuit Rides and Travel Managers
• Senior Case Quality Specialist
• Data Integrity Supervisor

External

• Refugee Coordinator
• UNHCR
• IOM
• RPC
• Other NGOs (HIAS and RefugePoint)

Working Environment

• Office Environment.
• Periodic travel to the field as may be required

Responsibilities

Core Job Responsibilities:

Leadership and Management (15%)

• Provide input in strategic planning conversations to achieve RSC Program goals.
• Champions CWS policy, procedures, and organizational culture to staff, and contribute to strategies for ensuring staff fully understand and abide by CWS policies.
• Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Programs annual budget.
• Provide input and apply cost saving measures to ensure program sustainability.
• Ensure a safe, healthy and professional work environment.
• Promote safe space, open-door and escalation policies.
• Establish and communicate clear expectations to staff where appropriate to foster a predictable and consistent work environment.

Program Administration (15%)

• Evaluates staffing needs as per projections and work plans and advises teams on how to increase alignment with requirements by proposing changes or solutions, as applicable.
• Track progress towards achievement of established projections, working with Senior Management to align more closely with established annual goals and objectives.
• Proposes how staff and resources can be deployed to ensure timely and efficient work output, in coordination with Programs Management.
• Provide input into the effective planning of circuit rides through coordination with other units within assigned teams and advising teams and management on performance against projections and by proposing solutions where there is deviation.

Representation (10%)

• Under the direction of the Senior Pipeline and Case Quality Manager
• communicate with partners on projections and pipeline details, to support effective shared planning, collaboration, and implementation. Represent RSC Africa in planning discussions, ensuring professional engagements and accurate, effectively represented data.
• Maintain effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
• Ensure partner communication is professional, timely and proactive.
• Occasionally may travel to field sites to meet with/accompany PRM/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
• Acts professionally when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

Compliance (15%)

Report any identified areas of significant compliance risk for the RSC Africa program.

• Ensure all functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
• 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.
• Support regular process reviews for assigned tasks to compare requirements vs. current processing and outputs, and implement changes based on their outcome to ensure alignment.
• Identifies knowledge or processing gaps and recommends training based on pipeline review.

Data Management and Analysis (40%)

• Ensure RSC processing activities and deployments are planned, revised and updated as needed until confirmed, and staff are prepared while ensuring all functions are completed in the most operationally responsible manner.
• Closely monitor the movement of cases through the USRAP pipeline, ensuring cases are being processed and presented according to USRAP priorities and that those priorities are reflected in processing projections and pipeline analysis.
• Advises on annual plan and strategic planning goals as communicated by Management, with a view of ensuring alignment between strategic plans and the reality of the pipeline in travel projections.
• Prepares travel projections to guide Circuit Ride planning internally and coordination with partners externally, in coordination with the Senior Pipeline and Case Quality Manager
• Works with Data Integrity and IT to enhance the projections process making full use of modern applications to make the process efficient, accurate, and timely, while maintaining thorough knowledge of tableau.
• Prepares ad hoc PRM report requests within stipulated timelines.
• Identifies gaps and develops quality control reports that ensures holistic pipeline management for the RSC pipeline in coordination with Senior Case Quality Specialist, Program Supervisors, Program Managers and Data Integrity.
• Drives impactful and effective pipeline management through proactive and clear communication on identified issues, with a particular focus on the pre-CIS pipeline.
• Monitors processing timelines and clearance turnaround averages using appropriate tools and techniques, and in coordination with the Pipeline and Case Quality team.
• Leads regular meetings with program managers to discuss and analyze drop-off rates and processing trends.

Additional roles and responsibilities (5%)

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

Qualifications

Experience:

• Six (6) years of paid work experience is required.
• One (1) year supervisory experience preferred.
• Experience leading teams is preferred.
• Previous experience with USRAP preferred.

go to method of application »

Leadership and Performance management

• Engage in effective team management and supervision 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.
• Under the guidance of the Senior Program Manager, contribute to strategic planning conversations to set and achieve RSC Program goals.
• Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Programs annual budget.
• Identify processing gaps by regularly undertaking frontline processing activities and then work to fill the identified gaps. Provide input/ideas and apply cost saving measures to ensure program sustainability.
• Engage in effective team management and supervision 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.

Data Management and Analysis

• Ensures RSC circuit rides are planned, revised and updated as needed until confirmed, and staff are prepared while ensuring all functions are completed in the most operationally responsible manner.
• Ensure effective workplans and created and utilized for all Program Processing staff and that Case processing duties are completed effectively.
• Closely monitor the movement of cases through the entire USRAP pipeline, ensuring cases are being processed and presented according to USRAP priorities.
• Acts as the point person for staff inquiries relating to processing of cases.
• Develops reports and quality control checks that ensure accuracy and efficiency as well as their use. Assists in ensuring RSC circuit rides are planned, revised and updated as needed until confirmed, and staff are prepared while ensuring all functions are completed in the most operationally responsible manner.

Program Administration

• Ensures the deployment of Prescreening, USCIS Support and Cultural Orientation circuit rides.
• Coordinates with IOM and Independent Panel Physicians to ensure Medicals are scheduled, completed and uploaded in START in a timely manner.
• Ensure all Correspondences received is responded to in a timely manner
• Ensures Assurances are correctly reviewed and requested in a timely manner
• Coordinates with the Circuit Ride and Travel department to ensure Travel information is correctly updated in START for them to complete booking of applicants.
• Coordinates with the Pipeline and Case Quality team to ensure that needed filters and reports are created and provides them with feedback about gaps in the system. Additionally, ensures that feedback received from the Pipeline and Case Quality team is communicated to Programs staff and required training is provided in a timely manner.
• Develop work plans and oversee their implementation and reporting for direct reports.
• Track progress towards achievement of established annual goals and objectives.
• Deploy staff and resources to ensure timely and efficient work output, in coordination with Programs
• Management.
• Actively engages in circuit ride briefings and debriefings.
• Oversees the scheduling of eligible individuals for Prescreening, USCIS support, Cultural Orientation and Medicals.
• Participates in training and on-boarding new staff.
• Maintains records of all correspondence with partners.

Compliance

• Ensures all functions strictly adhere to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines, and procedures
• Ensures development, implementation, dissemination, monitoring and adherence to Processing Guides for processing of refugees eligible for the US Refugee Admissions Program in sub-Saharan Africa.
• Conducts job function observations of all Program Processing Associates staff to ensure compliance is met and identifies any areas of improvement or training needs.
• Identifies and assists with regular process reviews to compare requirements vs. current processing and outputs.
• Demonstrates ability to conduct field processing and case Processing activities.
• Demonstrates ability to conduct logistical and administrative activities including Cultural Orientation training both in the field and remotely.
• Travels to field locations to monitor all travel activities, conduct performance evaluations and meet with partners and vendors.
• Runs regular Quality Checks and ensures that case updates in START are properly done.

Representation and Engagement

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

Staff Care

• Monitors and ensures a safe, healthy and professional work environment.
• Ensures direct reports access and use their benefits appropriately including leave.
• Actively supports staff by promoting safe space, open-door and the escalation policy. Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment.
• Ensures staff are safe in the field by coordinating with the RSC Staff Security office and disseminating information related to staff safety in the field.

Additional Responsibilities

• Ensures the deployment of Cultural Orientation staff and resources to ensure timely flow of cases, in coordination with Programs Management.
• Ensures staff are safe in the field by coordinating with the Risk and Security Manager and disseminating information related to safety to staff in the field.
• Other duties that may be assigned to enhance the quality and efficiency of the administration of the Program.

Qualifications

Experience:

• A minimum of eight (8) years paid work experience required.
• A minimum of three-year (3) direct supervisory experience in the USRAP is required.
• Experience leading teams is preferred.
• Previous experience with USRAP preferred.
• Previous experience conducting trainings or presentations preferred.

go to method of application »