International Hire only
Closing date: March 8, 2021
JOB
DESCRIPTION
Job
Title: Field Processing Supervisor
Grade: 8 (I)**
Level: Level 1 Manager
Division: Programs
Department: Field Processing
Location: Nairobi, Kenya
Primary
Purpose
This position is responsible for overseeing all United States Refugee
Admissions Program (USRAP) Field Processing activity at RSC Africa. This
includes managing workflow within the Pre-screening and Adjudications teams 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.
Supervision
This position supervises Senior Caseworkers and Caseworkers.
This position reports to a Field Processing Manager.
Essential
Duties
Compliance
- Ensures
all refugee case processing functions within the Field Processing
Department strictly adhere to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa
policies, guidelines and procedures.
- Ensures
development, implementation, dissemination and monitoring of standard
operating procedures (SOPs) for processing of refugees eligible for the US
Refugee Admissions Program in sub-Saharan Africa and specifically ensures
their designated SOP is up to date and adhered to.
- Demonstrates
ability to conduct field processing activities including pre-screening,
AOR screening, visa interviews and adjudications functions.
- Conducts
job function observations of field processing staff to ensure compliance
is met and identify any areas of improvement or training needs.
- Identifies
and assists with regular process reviews to compare requirements vs.
current processing and outputs.
- Travels to
field locations to monitor processing, conduct performance evaluations and
meet with partners and vendors.
- Facilitates
DNA testing for P3 applicants as needed.
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.
- Closely
monitor the movement of cases through the Pre-USCIS pipeline, ensuring
cases are being processed and presented according to USRAP priorities. **
- Acts as
the point person for staff inquiries relating to processing a case.
- Develops
reports and quality control checks that ensure accuracy and efficiency as
well as their use. **
- Establishes
effective communication systems regarding data and ensures reports are
accurate and efficient.**
- Assists
with annual plan and strategic planning goals as communicated by the Field
Processing Coordinator.**
Representation
- Develops
and maintains effective relationships with RSC implementing partners,
including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
- Leads
circuit rides and ensures all logistics are effective and are meeting the
goals of the planned circuit ride.
- 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.
Performance
Management **
- Provides
direct supervision and leadership to Field Processing staff, including
yearly performance evaluations, developing job descriptions, participating
in hiring and coordinating leave.**
- Develops
and implement training modules for Field Processing staff, 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.**
- Trains
Senior Caseworks and Caseworkers on their essential job duties.**
- Ensures
that QCs are being conducted and feedback is being provided to staff
and/or other departments.**
- Ensures
coaching, mentoring, feedback and corrective action plans are being
carried out where needed.**
- Ensures
establishment of performance expectations and communication, on-boarding
and training.**
- Develops
performance management systems that support consistency in work outputs.**
- Evaluates
and assesses training needs of Field Processing and takes the lead in
organizing and providing trainings on a regular basis.**
- Monitors
staff time and attendance.**
Staff
Care
- Monitors
and ensure a safe, healthy and professional work environment.
- Ensures
direct reports are accessing and using 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.
- 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 **
- Ensures
the deployment of Field Processing staff and resources to ensure timely
flow of cases, in coordination with Programs Management.
This position also undertakes other duties as assigned by CWS/RSC Africa
Management.
Qualifications
Education:
Bachelor’s degree in a related field is required. Master’s Degree is
preferred.**
Experience:
- Five years
USRAP experience is desirable.
- One-year
supervisory experience is preferred.
Knowledge/Skills:
- Thorough
knowledge of the US Refugee Admissions Program and WRAPS database is an
added advantage.
- Strong
verbal and written English language skills.
- Demonstrated
computer skills, especially Microsoft Word, Excel, Outlook and Access.
- Excellent
organizational and time management skills.
- Meticulous
attention to detail.
Abilities:
The Field Team Supervisor must have the ability to:
· supervise field staff to ensure policies and procedures are implemented
and executed in accordance with guidelines and standard operating procedures;
· travel as needed in sub-Saharan Africa on short notice and often under
difficult conditions to meet demands of a dynamic operational program;
· pass a job knowledge assessment in order to be confirmed at the end of
probation;
· maintain a job knowledge assessment score of 80% or higher, demonstrated
through semi-annual assessments;
· accurately type 40 WPM at 96% accuracy;
· maintain a high performance standard with attention to detail, completing
tasks within set timeframes;
· communicate effectively both verbally and in writing;
· follow instructions from the Supervisor with a positive and receptive
attitude;
· exercise good judgement and seek guidance as appropriate when confronted
with unanticipated problems;
· 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/IRP;
· 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 CWS RSC
Africa;
· take initiative in the development and completion of multiple projects at
the same time;
· lead others and address issues as they arise;
· maintain strict confidentiality with CWS RSC Africa administrative and
operational information;
· manage a large and diverse workload under pressure with competing
priorities;
· analyse and solve complex problems and make sound decisions;
· work well as a team in a multi-cultural environment while maintaining a
high level of motivation
· effectively manage RSC Africa’s resources;
· manage leave forms, cash advances and report expenses accurately;
· actively participate in the implementation of the U.S. Refugee Admissions
Program (USRAP) in Africa;
· be flexible with changing of daily duties as needed.
Working
Conditions
Physical: This position requires bending, squatting, 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 which includes references and an educational criminal 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 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.
How to
Apply
Click on the CWS careers
site – https://cws-careers.vibehcm.com