KE-Circuit Ride Specialist (National)

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.

This position is responsible for the effective planning of all Circuit Ride Activities. This includes coordinating and planning ARDU, Prescreening, USCIS Support and Cultural Orientation Circuit Rides. This position will also liaise with external vendors to confirm relevant bookings have been completed accurately and teams travelling into the field have all required information before travel. overseeing and monitoring the work of the CR Specialists and ensuring effective coordination with partners.  

Key Relationships  

Internal to CWS 

• Deputy Director of RSC Programs 
• Senior Program Managers 
• Program Managers 
• Program Processing Associates  
• Senior ARDU Program Manager 
• ARDU Program Manager 
• ARDU Program Supervisors 
• Senior Circuit Rides and Travel Manager 
• Circuit Ride Specialist 
• Travel Supervisor 

External 

• PRM 
• IOM Partners 
• UNHCR 
• Other NGOs (HIAS and RefugePoint) 
• Resettlement Agencies. 
• RPC 

Working Environment  

Office environment with periodic travel to the field as required. 

Core Job Responsibilities:  

Leadership and Performance management  

• Engage in effective team management and supervision as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.  
• Under the guidance of the Senior Circuit Ride and Travel Manager and Senior Program Processing Managers, contributes to strategic planning conversations to set and achieve RSC Program goals.  
• Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Programs annual budget.  
• Provide input/ideas and apply cost saving measures to ensure program sustainability.  

Data Management and Analysis  

• Ensure RSC processing activities and deployments 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 USRAP pipeline, ensuring cases in the area of responsibility are being processed and presented according to USRAP priorities.    
• 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. 

Program Administration  

• Develop individual work plans and oversee their implementation.  
• Ensure effective planning of RSC Africa circuit rides within the designated locations in coordination with the Senior Circuit Ride and Travel Manager and the Senior Program Managers, including creation of matrices in line with agreed staffing and processing expectations, partner communication throughout the planning process, and appropriate use of interpreters and childminders. 
• Track progress towards achievement of established annual goals and objectives.   
• Provide input and/or coordinate effective circuit rides by working closely with other units within assigned teams and understanding the full scope and context of the operating locations. 
• Ensures the deployment of ARDU, Prescreening, USCIS Support and Cultural Orientation circuit rides. 
• Deploy staff and resources to ensure timely and efficient work output, in coordination with Programs 
• Management. 
• Actively engages in circuit ride briefings and debriefings. 
• Maintains records of all correspondence with partners. 

Compliance  

• Report any identified areas of significant compliance risk for the RSC Africa program. 
• Ensure all functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.  
• Provide input on effects of external policy updates on the department’s internal SOPs and workflow and implement changes due to these updates.  
• Ensure timely and accurate reporting of suspected fraud, malfeasance, and data breaches.  
• Participate in regular process reviews for functions within the team to compare requirements vs. current practice and implement changes as needed.   
• Travels to field locations to monitor all travel activities, conduct performance evaluations and meet with partners and vendors. 
• Runs regular Quality Checks and ensures that case updates in START are properly done.  

Representation and Engagement  

• Maintains effective relationships with RSC implementing partners, including PRM, 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. 

Staff Care  

• Monitors and ensures a safe, healthy and professional work environment.  
• Actively supports staff by promoting safe space, open-door and the escalation policy. Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment. 

Additional Responsibilities  

• Other duties that may be assigned to enhance the quality and efficiency of the administration of the Program. 

Experience:  

• A minimum of six (6) years paid work experience required. 
• A minimum of 2 years (2) direct supervisory experience in the USRAP is preferred. 
• Experience leading teams is preferred.   
• Previous experience with USRAP preferred.  
• Previous experience conducting trainings or presentations preferred.  

Skills:  

• Thorough knowledge of the US Refugee Admissions Program and START database.   
• Strong verbal and written English language skills.  
• Demonstrated computer skills, especially Microsoft Word, Excel, Outlook and PowerPoint.    
• Excellent organizational and time management skills.   

Education & Certifications:  

• Bachelor’s Degree, or four (4) additional year’s work experience in lieu of a bachelor’s degree. 

Abilities:  

• Ability to adapt to urgent priority changes including and not limited to primary assigned tasks changing in short notice.  
• Ability to perform a full range of processing responsibilities, including but not limited to case processing, field processing, and facilitating cultural orientation sessions. 
• Staff will be expected to Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures. 
• 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. 
• Analyze 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) 

Important Requirements: 

• Strong English communication skills, both written and oral. 
• 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. 

• The candidate should be in 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 in 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. 
• 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. 
• 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.    
• This position is 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 regulations based on prevailing context.