This position is responsible for managing all United States Refugee Admissions Program (USRAP) circuit ride planning and management for all circuit ride activity at RSC Africa. This includes managing workflow within circuit ride activity 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. The position is a member of the RSC Africa Leadership Team.
Supervision
This position directly supervises the Circuit Ride Specialists.
This position reports directly to the Management and Training Coordinator.
Essential Duties
Compliance
Ensures all refugee case processing functions within all circuit ride planning and execution 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 circuit ride scheduling including the use of the TravelPortal, tracking of logistical issues from the field and country specific knowledge.
Conducts regular process reviews to compare requirements vs. current processing and outputs.
Facilitates DNA testing for P3 applicants as needed.
As needed, travel to field locations to monitor logistics and meet with partners and vendors.
Data Management and Analysis
Ensures that all RSC Africa circuit rides are planned, scheduled and executed in an efficient and effective manner and are in line with USRAP priorities and country specific requirements for Sub-Saharan Africa.
Creates projections for partners and ensure execution of all RSC Africa circuit rides in coordination with the Field Processing and Cultural Orientation Managers, the Senior Programs Team (SPT) and the Deputy Director.
Acts as the point person for partner and RSC Africa management inquiries relating to circuit ride planning, scheduling and logistics.
Takes the lead on ensuring successful completion of the following tasks; use of the Travel Portal, Partner’s Report, Preliminary Coordination Announcements and Confirmation Memos, staffing circuit rides, Trip Briefs, staff’s contact information while in the field, weekly updates related to circuit ride logistics from the field, logistical issue tracking, Trip Debriefs, and Trip Reports.
Manages reports and quality control checks (QCs) that ensure accuracy and efficiency as well as their use.
Establishes effective communication systems regarding data.
Ensures annual plan and strategic planning goals are met as communicated by the Management and Training Coordinator.
Representation
Develops and maintains effective relationships with RSC implementing partners, including PRM, USCIS, 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.
Performance Management
Provides direct supervision and leadership to the Circuit Ride Specialists, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
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.
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.
Establishes 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 RSC Africa staff and resources to ensure timely flow of cases and successful execution of circuit rides in coordination with Programs Management.
This position also undertakes other duties as assigned by CWS/RSC Africa Management.
Qualifications
Education:
Bachelor’s Degree or four years of directly related experience in lieu of a Bachelor’s Degree required.
Experience: (required)
8 years of work experience
3 years of direct supervisory experience is required
Knowledge/Skills:
Thorough knowledge of the US Refugee Admissions Program and WRAPS database
Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
Excellent English writing skills and clear communications style
Excellent organizational and time management skills
Abilities:
The Field Processing Manager must have the ability to:
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;
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; and
actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
