Primary Purpose

This position is responsible for the management and implementation of all Program Processing activities for CWS/RSC Africa in sub-Sahara Africa and provides effective and efficient field mission planning, administrative support, communications, and logistical support while adhering to USRAP procedures and B/PRM Guidelines. The Program Manager actively monitors all aspects of the implementation of USRAP activities undertaken by Program Processing Supervisors and Program Processing Associates in both the Nairobi office and the field. This position ensures that RSC Africa processing priorities and targets are met and that standard operating procedures are strictly followed

Key relationships

Internal to CWS

RSC Director

Deputy Director of RSC Programs

Senior Program Managers

Program Processing Supervisors

Program Processing Associates

SARU Senior Program Manager

SARU Program Supervisor

SARU Program Associates

Senior Circuit Rides and Travel Manager

Travel Supervisor

Senior Manager Pipeline and Case Quality

Projections Specialist

Senior Case Quality Specialist

Data Integrity Supervisor

Circuit Ride Specialist

External

BPRM Program Officers

PRM Coordinators

UNHCR

IOM

USCIS

RPC

Resettlement Agencies

Working Environment

Primarily in-office with occasional work from home as requested and approved.

Periodic travel to the field as may be required.

Responsibilities

Core Job Responsibilities:

Leadership and Management

Provides direct supervision and leadership to the Program Processing Supervisors, Program Processing Associates as may be needed, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.

Develops and implements training modules for staff, in coordination with Learning and Development and ensures that staff receive cross training on different aspects of refugee processing, and that they are monitored and evaluated.

Ensure that QCs are being conducted and feedback is being provided to staff.  

Ensure coaching, mentoring, feedback and corrective action plans are being carried out where needed.  

Ensure establishment of performance expectations and communication, on-boarding and training

Monitor staff time and attendance.  

Monitor and ensure a safe, healthy and professional work environment.  

Ensure direct reports access and use their benefits appropriately, including leave.

Ensure staff are safe in the field by coordinating with the RSC Staff Security and disseminating information related to safety to staff in the field.

Provide input on quarterly and/or annual Learning and Development staff and work projections, which contribute to Programs annual budget.  

Determine and apply cost saving measures to ensure program sustainability. 

Support RSC Management to analyze assessment results for future training plans.  

Compliance

Ensures all CO training functions strictly adhere to the PRM, RPC, CWS and RSC Africa policies, guidelines and procedures.

Ensures development, implementation, dissemination, monitoring and adherence of standard operating procedures (SOPs) for cultural orientation.

Conducts job function observations of Program Processing Associates to ensure compliance is met and identifies any areas of improvement or training needs.

Conduct and participates in regular process reviews to provide feedback and to monitor quality vis a vis output.

Report on departmental compliance and achievements to required internal and external stakeholders.  

Program Administration

Develop digital presentations and supports Program Processing Associates in conducting processing including cultural orientation using online and other remote learning modules.

Assists in preparation of the budget and modifications.

Obtains circuit ride related costs from partners and reviews budgets and invoices for accuracy.

Develops and updates Standard Operating Procedures related to circuit ride preparation to enhance consistency and coordination.

Assists in organizing the hiring and training of program staff.

Maintains records of all correspondence with partners

Data Management and Analysis

Closely monitors the movement of cases through the RSC Africa refugee pipeline, and ensures cases are processed according to the PRM Cooperative Agreement and prepares required statistics reports.

Acts as the point person for staff inquiries related to the processing stages.

Develops and implements department specific pipeline analysis to inform workload projections and staffing and to anticipate future workloads in coordination with the relevant Senior Managers.

Manage reports and quality control checks that ensure accuracy and efficiency.

Ensures annual plan and strategic plan goals are met.

Reviews RSC Africa trip reports and follows up on identified issues.

Representation/Engagement

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

Ensure the staff is professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

Ensure partner communication from the department is professional, timely and proactive.  

Represent organizational policies and culture to staff.  

Additional roles and responsibilities

Other duties that may be assigned to enhance the quality and efficiency of U.S. Refugee Admissions Program (USRAP) to attain set objectives and maintain high professional standards of RSC Africa. Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.  

Qualifications

Experience:

A minimum of Eight (8) years paid work experience managing complex projects. 

A minimum of Two (2) years of direct supervisory experience is required.  

A minimum of Three years US refugee resettlement experience is required.  

Previous program management experience preferred  

Previous experience conducting training or presentations preferred.  

Skills:

Thorough knowledge of the US Refugee Admissions Program (USRAP).  

Excellent English writing skills and clear communication style.   

Excellent organizational and time management skills.  

Excellent computer skills, in particular Microsoft Office.  

Education & Certifications:

Bachelor’s Degree or additional four (4) years of paid work experience in lieu of a Bachelor’s Degree required