Position Title: Circuit Ride Support Supervisor
Reports To: Circuit Ride Support & Case Quality Manager
Supervises: Circuit Ride Specialist, Senior/Interpreter Support Assistant, Childminder
Support Assistant
Division: CWS Africa
Department: Programs
Team: Kenya
Job Location: Nairobi, Kenya
Grade Level: Job Grade 7, 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.
Primary Purpose:
This position is responsible for the effective planning of all Circuit Ride Activity within their designated Pod. This includes overseeing and monitoring the work of the CR Specialists and ensuring effective coordination with partners. This position is also responsible for ensuring the effective use of interpreters and childminders. In coordination with the regional Interpreter & Childminder Unit the position is responsible for increasing and maintaining the pool of trained interpreters and childminders and maintaining quality standards in their proper use. In addition, the position oversees the recruitment and training of interpreters and child minders in the assigned locations and ensures effective use of the Contractor Management Database.
Key Relationships
Internal to CWS
- Associate Director of RSC Program (ESA or GLWCA)
- Senior Program Manager of their Pod
- Senior Manager, Circuit Rides
- Senior Manager, Projections & Pipeline
- Interpreter & Childminder Regional team
- In-Processing and Out-Processing Managers
- Scheduling Supervisor
External
- UNHCR staff in relevant countries
- IOM staff in relevant countries
- Other NGOs (HIAS and Refuge Point)
Working Environment
- Office and/work from home environment.
- Periodic travel to the field as may be required.
Core Job Responsibilities:
Leadership and Management (20%)
- 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 Program Manager and CR Support & Case Quality Manager, contribute 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.
- Identify processing gaps by regularly undertaking frontline processing activities, and then work to fill the identified gaps.
- Provide input/ideas and apply cost saving measures to ensure program sustainability.
Program Administration (25%)
- Develop work plans and oversee their implementation and reporting for direct reports.
- Ensure effective planning of RSC Africa circuit rides within the designated locations in coordination with the Circuit Ride Support & Case Quality Manager and the Senior Program Manager, 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.
- Deploy staff and resources to ensure timely and efficient work output, in coordination with Programs Management.
- 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.
Representation (15%)
- Maintain effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies. Ensure staff are professional when representing CWS/RSC Africa to refugees, partners, PRM, colleagues, interpreters, and childminders.
- Ensure partner communication is professional, timely and proactive, especially by guiding and monitoring the communication from the CR Specialists through Preliminary Coordination Announcements, Confirmation Memos, and coordination meetings, among other touchpoints.
- Travel to field sites to meet with USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters relating to CR planning, Interpreter, and Childminder issues, including serving as a back-up Programs representative on Joint Assessment missions to identify and/or re-assess worksite and accommodation options when needed.
Compliance (15%)
- Report any identified areas of significant compliance risk for the RSC Africa program, paying special attention to the hiring, management, and use of interpreters and childminders.
- 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.
- Conduct QCs and job function observations of staff to ensure compliance is met and identify areas of improvement or training needs.
Data Management and Analysis (20%)
- 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.
- Inform the Regional Interpreter & Childminder Unit of feedback that may require the review and updating of payments, contracts, application or training materials, and support in the follow-up of such updates as appropriate.
- Maintain knowledge of cost-of-living information per processing country to inform review of interpreter and childminder payments, through regular engagement with partner staff and by utilizing all resources to maintain contextual knowledge (trip reports, joint assessment reports, etc).
- Analyse interpreter and childminder needs in the designated locations and provide projections / information that informs the decision of where interpreter and childminder recruitment and training will be completed.
Additional roles and responsibilities (5%)
- US passport holders may be required to facilitate DNA collection.
- Any other duties as assigned.
Qualifications:
Experience:
- Six (6) years of paid work experience is required.
- One (1) year supervisory experience required.
- Experience working as an interpreter – or with interpreters – is preferred.
- Experience leading teams is preferred.
- Previous experience with USRAP preferred.
Skills:
- Strong analytical skills and excellent report-generation skills with the ability to understand, process and document information for a variety of audiences.
- Strong supervisory skills and understanding of performance management systems.
- Excellent organizational and time management skills.
- Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
- Strong English communication skills, both oral and written.
Education & Certifications:
- Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a Bachelor’s Degree required.
Abilities:
- 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;
- Analyse and solve complex problems and make sound decisions;
- Work with minimal supervision;
- Work independently and contribute to overall operations of RSC Africa;
- Be flexible with changing of daily duties as needed;
- 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.
Special Requirements:
- COVID Vaccination is required for all successful candidates
- 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, Kenya
- This position requires the use of laptops at all times, 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 the demands of a dynamic operational program
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A background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
- 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 rulings regarding the COVID-19 pandemic.
Please Note – CWS recruitment is free of charge.
Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to Fraud@CWSAfrica.org*.***