Responsibilities

Program Administration:

• Lead SARU in-field activities
• Ensure all functions within SARU will strictly adhere to the DOS/BPRM, RPC, CWS/RSC Africa and U.S. Immigration Nationality Act policies, guidelines and procedures.
• Ensure the development, implementation, dissemination and monitoring of SARU standard operating procedures (SOPs).
• Conduct job function observations of SARU staff to ensure compliance is met and identify any areas of improvement or training needs.
• Travel to deployment locations to monitor deployments, conduct performance evaluations and meet with partners.
• Maintain a thorough working knowledge of the USRAP and refugee situations throughout Sub-Saharan Africa.
• Complete ARDU/SARU processing activities as needed to support the team to ensure deliverables are met

Data Management and Analysis:

• Ensure daily deliverables and outputs are met by each staff and that the work produced is of upmost quality
• Ensure circuit ride activities are well planned and the team is prepped to enable the execution of a successful mission
• Prepare reports for ARDU/SARU Management and/or the Program Manager, both quantitative and qualitative, on staffs’ output
• Develop reports and quality control checks that ensure accuracy and efficiency as well as their use
• Establish effective communication systems regarding data and ensures reports are accurate and efficient
• Assist with annual plan and strategic planning goals

Representation:

• Develop and maintain effective relationships with USRAP processing partners
• Ensure partner communication from the department is professional, timely and proactive
• Represent organizational policies and culture to staff
• Ensure the workforce is professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues

Performance Management:

• Provide direct supervision and leadership to SARU staff, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave
• Coordinate on-boarding of new staff and facilitate trainings, both in the office and while in the field
• Identify training needs and coordinate trainings for SARU staff
• Develop in-house training materials to enhance compliance and ensure existing training materials are kept up to date
• Ensure coaching, mentoring, feedback and corrective action plans are being carried out where needed
• Establish performance expectations with staff under their supervision
• Monitor staff time and attendance

Staff Care:

• Monitor and ensure a safe, healthy and professional work environment
• Ensure direct reports access and use their benefits appropriately, including leave
• Actively support staff by promoting safe space, open-door and the escalation policy
• Establish and communicate clear expectations to staff to foster a predictable and consistent work environment
• Work with staff to ensure they are taking responsibility and understanding of their own safety and to raise any issues with supervision immediately
• Handle any other duties as assigned by the SARU leadership, the Program Manager and/or CWS management at large.

Qualifications

Experience:

• A minimum of Six (6) year’s work experience required.
• A minimum of One year of supervisory experience preferred.
• Familiarity with the UN Convention and Protocols relating to the status of refugees required.
• Previous experience in training and capacity building of staff required.
• Previous experience working with international organizations such as UNHCR required.
• Previous experience with a resettlement deployment scheme preferred.
• Previous reporting and monitoring and evaluation experience preferred.

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Responsibilities

Leadership and Management (20%)

• Support Senior Management in developing and implementing a comprehensive communications plan to support organizational objectives, improve internal communication related to program delivery, branding and organizational development.
• 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.
• Coordinates programmatic inputs to the annual RSC budgeting process by working with Program teams to anticipate staffing and resource needs based on PRM processing targets, monitors spending throughout the year against budget targets.
• Monitor and assess effective and appropriate use of resources across the team within the approved budget by determining and applying cost saving measures to ensure program sustainability.

Program Administration (30%)

• Oversee the Communications team, this entails, development of work plans, their implementation and reporting, coordination of the deployment of staff and resources to ensure timely and efficient work output, in coordination with Programs Management.
• Serve as the secondary point of contact for group email inboxes in the absence of the unit Supervisor and train all staff on the key areas under the Public Information unit.
• Ensure CWS and PRM issued policies and procedures are adhered to.
• Ensure all staff are utilizing best practices for professional communication and representation.
• Manage the production of creative and compelling communication and information materials, success stories, photos, videos, fact sheets, brochures, infographics, and publish communications newsletter for various audiences, including USRAP beneficiaries, partners and staff, and others as needed.
• Track progress towards achievement of established annual goals and objectives.
• Coordinate effective public information campaigns within assigned countries/teams with logistics, finance, and security including travel projections, site clearances, security updates, news from the field, expense reports and financial management.
• Lead an effective process of hosting visitors and senior leaders at the office and in the field that includes key stakeholder engagement and create schedules.
• Enhance our program informational materials to be sure they are accurate and present well to the audience.

Compliance (20%)

• Ensure all refugee case processing functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines, and procedures.
• Ensure implementation of PRM and CWS branding guidelines across all country offices.
• Ensure that the Communications team meets its targets as set out in the Objectives and Indicators.
• Develop, implement, and disseminate internal standard operating procedures (SOPs) for communication across RSC Africa.
• 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%)

• Review and approve all presentations and information materials as created by Communications team.
• Develop and implement department specific workload projections to inform budget projections, staffing and to anticipate future workloads.
• Ensure contribution to the CWS Internal Monthly Reports are reviewed and submitted in a timely manner.
• In coordination with IT Software Development Supervisor, oversee the designing and outlook of the RSC Africa refugee-facing website and content that is appropriate for increased USRAP experience.
• Work with the Programs team to create the most effective materials possible.

Representation (5%)

• Maintain effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
• Travel to field sites as needed.
• Ensure staff are professional when representing CWS/RSC Africa to refugees, partners, the funder, and colleagues.
• Represent RSC Africa in pertinent refugee related implementing partner meetings in Nairobi including but not limited to Urban Refugee Protection Network (URPN) and other relevant resettlement subgroups in the network.
• Develop a media engagement policy and strategy if anyone at RSC/CWS Africa was contacted by the media and train staff on this approach.

Additional Responsibilities (5%)

• Any other duties as assigned.

Qualifications

Qualifications:

Experience:

• A minimum of 8 years of relevant paid work experience is required.
• A minimum of 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.