Position Title: Circuit Ride Support Coordinator, CWS
Reports To: Senior Field Travel Coordinator
Division : Immigration & Refugee Program+ (IRP+)
Department: Circuit Ride Support
Job Location: Nairobi, Kenya
Grade Level: 9 (I)
FLSA & Union Status: Exempt
Introduction:
Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.
Primary Purpose:
This position is responsible for overseeing all United States Refugee Admissions Program (USRAP) circuit ride planning support activity at RSC Africa. This includes overseeing travel projections in collaboration with travel teams, effectively planning all circuit ride activity, ensuring effective partner communication around circuit ride logistics, and ensuring travel team interpreter and childminder needs are met. 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 and Senior Programs Team.
Essential Duties:
Compliance
1. Ensures all circuit ride planning and support functions within the Circuit Ride Support Department strictly adhere to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
2. Oversees the development, implementation, dissemination and monitoring of standard operating procedures (SOPs) for circuit ride support activities in the US Refugee Admissions Program in sub-Saharan Africa.
3. Leads regular departmental process reviews to compare requirements vs. current processing and outputs.
4. Monitors policy changes, identifies effects of such changes on the department’s internal SOPs and workflow, and ensures effective implementation of policy updates.
5. Conducts job function observations of Circuit Ride Support staff to ensure compliance is met and identifies areas of improvement or training needs.
6. Oversees effective planning of all Circuit Rides (CR), including timely communication to external and internal partners, updating of CR reports and tools (partners CR report and the travel portal), timely dissemination of trip reports, and effective interpreter and childminder support.
7. Facilitates DNA testing for P3 applicants as needed.
Data Management and Analysis
8. Ensures that all RSC Africa Circuit Ride Support activities are completed in an efficient and effective manner and reflect USRAP priorities for Sub-Saharan Africa.
9. Oversees the development and maintenance of departmental reports and quality control (QC) checks.
10. Develops and communicates annual and quarterly travel projections.
11. Develops and implements department-specific pipeline analysis reports to inform workload and staffing projections, and to anticipate future workloads.
12. Coordinates with other Programs departments, as needed, to efficiently allocate staff resources; and collaborates with other Programs departments for improved processing efficiency across the division.
13. Establishes and maintains effective communication systems regarding data within the department and other program departments.
14. Reviews and distributes departmental reports on schedule.
Representation
15. Maintains effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
16. Ensures partner communication from the Circuit Ride Support Department is professional, timely and proactive.
17. Occasionally travels to field sites to meet with RSC Africa/USRAP partners and represent CWS/RSC Africa on circuit ride coordination or other programmatic matters.
18. Champions CWS policy, procedures, and organizational culture to Programs staff, and contributes to Programs Division strategies for ensuring staff fully understand and abide by CWS policies.
19. Ensures Circuit Ride Support staff are professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.
Performance Management
20. Provides direct supervision and leadership to the Circuit Ride Planning Manager and Interpreters Supervisor, including yearly performance evaluations, monitoring professional development, and coordinating leave.
21. Oversees the development and implementation of training modules for Circuit Ride Support staff, in coordination with Programs Management, and ensures that staff receive all necessary training on different aspects of circuit ride planning and support.
22. Oversees that QCs are being conducted and feedback is being provided to staff and/or other departments.
23. Ensures coaching, mentoring, feedback and corrective action plans are being carried out across the department.
24. Ensures establishment of performance expectations and communication, on-boarding and training.
25. Develops departmental performance management systems, in coordination with Programs Management, that support consistency in work outputs.
26. Maintains accurate and current job descriptions for the Circuit Ride Support Department.
Staff Care
27. Ensures a safe, healthy and professional work environment.
28. Ensures direct reports are accessing and using their benefits appropriately including leave.
29. Actively supports staff by promoting safe space, open-door and the escalation policy.
30. Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment.
Program Administration
31. Develops annual plans for Circuit Ride Support and closely monitors and tracks progress towards achievements of established annual goals and objectives.
32. Determines annual departmental staff modelling, and quarterly travel projections, which contribute to Programs annual budgets.
33. Coordinates the deployment of Circuit Ride Support staff and resources to ensure effective circuit ride coordination and support, in coordination with Programs Management.
34. Manages Programs Division inputs to human resources activities for all Circuit Ride Support staff, including hiring, evaluations, leave management, and disciplinary actions.
35. Oversees the use of the budget as it relates to Circuit Ride Support and monitors effective and appropriate use of resources across the department.
36. Ensures effective circuit ride planning coordination with logistics, finance, and security including travel projections, site clearances, pre-travel security updates, expense reports, financial management, and applies lessons learned to future CR planning activities.
This position also undertakes other duties as assigned by CWS/RSC Africa Management.
Qualifications:
Experience:
• 10 years’ work experience is required.
• 5 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 with a refugee serving/processing agency(s) preferred.
• Previous experience at an RSC preferred.
Skills:
• Thorough knowledge and comprehensive understanding of the US Refugee Admissions Program and START database.
• Detailed knowledge of case processing SOPs and the role of START in case processing.
• Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
• Strong English communication skills, both oral and written.
• 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.
Abilities:
The Circuit Ride Support Coordinator must have the ability to.
• obtain a US visa to attend meetings and/or conferences in the US as needed;
• work and make decisions independently and contribute to overall operations at management levels;
• 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;
• develop professional and cordial relationships with partners;
• 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;
• actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
Education & Certifications:
• Bachelor’s Degree in a related field required.
• Master’s Degree preferred.
Special Requirements:
• COVID Vaccination is strongly recommended for all successful candidates
• 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 have proof of Yellow Fever vaccination before traveling for RSC Africa
• This position is based in Nairobi, Kenya
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• (Internationals – International applicants must be legally eligible to work and obtain a work permit in (Kenya) OR 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
• 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.
• The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.
• Full time/Part Time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic
