Senior Field Travel Coordinator – Church World Service

Position Title: Senior Field Travel Coordinator **

Reports To: RSC Africa Deputy Director

Division: Immigration & Refugee Program+ (IRP+)

Department: Programs

Job Location: Nairobi, Kenya

Grade Level: 10(I), Level 3 Manager

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 managing all United States Refugee Admissions Program (USRAP) field travel activity at RSC Africa. This includes strategic planning and oversight of Field Processing, Cultural Orientation and Circuit Ride 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 Senior Programs Team and Leadership Team.

Essential Duties:

Compliance

  1. 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.
  2. Oversees the 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.
  3. Ensures that Prescreening, Adjudications, Cultural Orientation and Circuit Ride Support unit functions strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures. Particularly, ensuring the Interpreter Support team is well-versed on and compliant per PRM requirements in the hiring and use of interpreters in field-related activities.
  4. Leads regular departmental process reviews to compare requirements vs. current processing and outputs.
  5. Monitors policy changes, identifies effects of such changes on the department’s internal SOPs and workflow, and ensures effective implementation of policy updates.
  6. Oversees and conducts job function observations of Field Travel staff to ensure compliance is met and identifies areas of improvement or training needs.
  7. Ensures effective planning, coordination, execution, and monitoring of Field Travel activities.
  8. Facilitates DNA testing for P3 applicants as needed.

Data Management and Analysis

  1. Ensures that all Field Travel activities are planned and scheduled in an efficient and effective manner and are in line with USRAP priorities and country specific requirements for Sub-Saharan Africa.
  2. Ensures efficient projections for Field Travel activities.
  3. Acts as the point person for partner and staff inquiries relating to Field Travel activities.
  4. Closely monitors and ensures the movement of cases through the USRAP pipeline and develops a strategic plan for the Field Travel department.
  5. Takes the lead on ensuring successful completion of core functions of Field Travel activities.
  6. Manages reports and quality control checks (QCs) that ensure accuracy and efficiency as well as their use.
  7. Establishes effective communication systems regarding data.

16. Establishes multi-year plans and sets strategic planning goals and ensures they are met.**

Representation **

17. Develops and maintains effective relationships with RSC implementing partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.**

  1. Ensures partner communication from the department is professional, timely and proactive.
  2. Develops and represents organizational policies and culture to staff.
  3. Ensures the workforce is professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

Performance Management **

  1. Provides direct supervision and leadership to the Field Processing Coordinators, Cultural Orientation Coordinator and the Circuit Ride Support Coordinator, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
  2. Identifies training needs for the Field Travel department.
  3. Monitors and ensures QCs are being conducted and feedback is being provided to staff and/or other departments.
  4. Ensures coaching, mentoring, feedback and corrective action plans are being carried out where needed.
  5. Ensures establishment of performance expectations and communication, on-boarding and training.
  6. Develops performance management systems that support consistency in work outputs.
  7. Maintains accurate and current job descriptions for the Field Travel department.
  8. Supports department leadership in monitoring staff time and attendance.

Staff Care

  1. Takes reasonable steps to mitigate foreseeable risks to the physical and psychological health and safety of staff in close coordination with RSC Africa Senior Management Team and the Staff Security team.
  2. Monitors and ensures a safe, healthy and professional work environment.
  3. Ensures direct reports are accessing and using their benefits appropriately including leave.
  4. Actively support staff by promoting safe space, open-door and the escalation policy.
  5. Establishes and communicate clear expectations to staff to foster a predictable and consistent work environment.
  6. 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 and must be reachable by Field Travel staff at all times unless on approved leave.

Program Administration **

  1. Develops annual plans for Field Travel and closely monitors and tracks progress towards achievements of established annual goals and objectives.
  2. Determines annual departmental staff modelling, and quarterly travel projections, which contribute to Programs annual budget.
  3. Monitors the deployment of Field Travel staff and resources to ensure timely flow of cases.
  4. Manages Programs Division inputs to human resources activities for all Field Travel staff, including hiring, evaluations, leave management, and disciplinary actions.
  5. Oversees the use of the budget as it relates to Field Travel and monitors effective and appropriate use of resources across the department.
  6. Ensures effective Field Travel circuit ride coordination with logistics, finance, and security including travel projections, site clearances, security updates, news from the field, expense reports and financial management.

This position also undertakes other duties as assigned by CWS/RSC Africa Management.**

Qualifications:

Experience:

  • 10 years of work experience
  • 5 years of direct supervisory experience is required

Skills:

· Thorough knowledge of the US Refugee Admissions Program and START database

· Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access

· Excellent organizational and time management skills

Abilities:

The Senior Field Travel Coordinator must have the ability to:

• 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;

• maintain a high performance standard with attention to detail, completing tasks within set timeframes;

• 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;

• Manage large and diverse workload under pressure with competing priorities.

• Maintain the integrity of official records;

• Analyse and solve complex problems and make sound decisions;

• Work with minimal supervision

• Maintain a high performance standard with attention to detail;

• Work independently and contribute to overall operations of RSC Africa;

• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

• be flexible with changing of daily duties as needed.

Other requirements:

  • Strong English communication skills, both oral and written.

· 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 or four years of directly related experience in lieu of a Bachelor’s Degree required.

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/Remove if not applicable.

· 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 criminal check is required before the start of employment for International applicants.

· 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.

· International applicants must be legally eligible to work and obtain a work permit in Kenya.

· Employee may be entrusted with the receipt, custody and payment of funds when necessary to carry-out program needs.

· 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

· 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

How to apply

Log onto CWS Careers site: https://cws-careers.vibehcm.com/

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