Primary Purpose

This position is responsible for executing all United States Refugee Admissions Program (USRAP) circuit ride planning and management for all circuit ride activity at RSC Africa. This position ensures that RSC Africa processing priorities and targets are met and that standard operating procedures are strictly followed.

Compliance

Essential Duties:

• Adheres to 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.
• Develops, implements, and manages the policies and procedures manuals to enhance consistency and coordination for circuit ride scheduling including the use of the Travel Portal, tracking of logistical issues from the field and country specific knowledge.
• Ensures that the Travel Portal is accurately updated and the Travel Portal SOPs are up- to-date for the Field Processing functions of the Circuit Ride Portal.
• Ensures that all processing sites for USCIS circuit rides have valid RSO clearance.
• In close coordination with the Supervisor, ensures that all trip reports are sent out on time and have been saved on the server.
• Ensures that all documentation for a circuit ride has been accurately completed and saved on the server.
• Ensures that all specific circuit ride location logistical issues are followed-up on and addressed.
• Ensures structured and productive circuit ride trip brief and debrief sessions
• Attends regular scheduling meetings and helps drive agenda items with all relevant Managers, Supervisors, Coordinators and administration staff to discuss scheduling of circuit rides.
• As needed, travel to field locations to monitor logistics and meet with partners and vendors.

Data Management and Analysis

• Assists in preparing 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 Teams (SPT), and the Deputy Director.
• Ensures matrices and USCIS Calendars for prescreening and adjudications circuit rides are submitted to the case processing scheduling teams on time.
• Ensures cultural orientation participant lists are sent out to partners on time
• Creates and updates circuit ride calendars for planned circuit rides.
• Quality control checks the cases on schedule, FP matrices and CO participant lists before sending them in the Confirmation Memo.
• Develops and adheres to quality control reports that monitor output as well as check the quality of work produced.
• In conjunction with the Case Processing team, ensures pre-CIS cases are prepared for adjudication, and that all required case documents have been printed and all required clearances ahead of USCIS (re)interviews.

Representation

• Maintains effective relations with UNHCR, IOM, USCIS, NGOs, Resettlement Agencies, and other implementing partners in accordance with established policies, in the planning and implementation of circuit rides.
• Creates and sends Preliminary Coordination Announcements and Confirmation Memos to partners alerting them of upcoming circuit rides within the specified time frame.
• Is responsible for ensuring that all partner communication regarding circuit rides is responded to in a timely manner.

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

Experience

Qualifications:

• Five (5) years of paid work experience is required.
• Previous USRAP experience preferred.

Skills

• Thorough knowledge of US Refugee Admissions Program, START and Tableau preferred. Meticulous attention to detail.
• Excelling organizational and time management skills. Strong verbal and written English language skills.
• Demonstrated IT skills, including experience using MS office, and reporting software. Strong self-motivation and initiative skills.

Education & Certifications

• Bachelor’s Degree or 4 years of paid work experience in lieu of a Bachelor’s degree is required.

Abilities

• 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).

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.

Primary Purpose:

This position is responsible for providing high-level administrative support to the Resettlement Support Centre (RSC) Africa Deputy Director for Admin. S/he also supports other RSC Africa admin focused strategic initiatives with administrative, research, and other support as needed.

Essential Duties: 

• Provides the DDA with administrative and logistical support such as logistics for events, meetings, and travel as needed. 
• Anticipates needs and is highly responsive to direct and anticipated requests, providing fast, accurate, and thoughtful replies to requests and following up on action items on behalf of the DDA.
• Follow-up with relevant staff to ensure appropriate briefing material is completed in anticipation of all events 
• Works with the Travel and Logistics unit to ensure DDA and other important or sensitive travel is well-coordinated ensuring very clear schedules and well-articulated itineraries.
• Supports DDA to complete expense reports and ensuring that they are submitted on time in compliance with the Finance Policies and Procedures. 
• Manages DDA's calendar, formats information for internal and external communication – memos, emails, presentations, reports, etc. 
• Organizes and prioritizes large volumes of information and calls and drafts written responses or replies by phone or e-mail when necessary. Provides response to regularly occurring requests for information
• Maintains shared calendars and ensures action item holders are responsive to key deadlines/milestones 
• Organizes key leadership team meetings including meeting logistics, agenda and materials preparation and serves as the note-taker ensuring that information is collected and summarized for easy comprehension of critical stakeholders. 
• May in some cases attend meetings on behalf of the DDA, take meeting notes, and provide feedback as needed. In addition, takes notes during any other meetings as needed.
• Collaborates with other stakeholders to support CWS Africa’s strategic initiatives, including growth objectives, with research, analysis, and administrative tasks
• Conduct research upon requests and present findings 
• Supports admin in the coordination, organization and facilitation of CWS-wide events and initiatives, as assigned.
• Performs other duties which are assigned and developed to improve the operations of CWS Africa.

Qualifications: 

Education & Certifications: 

• Bachelor’s Degree is required (or 4 years of work experience in lieu of a bachelor’s degree)

Experience: 

• Experience with event planning, coordinating travel logistics, and managing calendars preferred
• Minimum of 8 years of work experience, 5 years’ experience supporting senior leadership preferably in a non-profit environment
• Direct experience in managing sensitive and confidential matters with a high level of professionalism

Skills: 

• Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision
• Strong organizational skills with demonstrated experience working on multiple projects simultaneously
• Strong interpersonal skills with the ability to build relationship within the organization and externally
• Excellent administrative, and customer service skills
• Excellent written and oral communication skills, including the ability to draft correspondences and other communication with minimum direction
• Professional maturity and strong decision-making skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficiency in Microsoft Office 365 (Outlook, SharePoint, Word, Excel and Power point) and other work management platforms e.g. Monday.com 

Abilities: 

• Ability to act with discretion and maintain confidentiality 
• Work with minimal supervision
• 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;  
• 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).
• 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.

Primary Purpose 

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance. 

Supervision 

This position reports directly to the Senior Procurement Officer.

Essential Duties 

• Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
• Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
• Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
• Manages the flow of complete procurement documents between the departments
• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
• Tracks vendor invoices and utilities on the procurement excel spread sheet
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
• Regularly updates the Note Verbal excel sheet
• Participates in budget preparation by researching cost estimates of proposed items
• Analyzes incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
• Prepares the Request for proposal (RFP) reports for tender committee review
• Completes vendor forms and updates the scans and the vendor list on the fileserver
• Ensures reconciliations for vendors by comparing invoices and payments
• Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
• Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
• Coordinates and facilitates the vendor pre-qualification process
• Ensures procurement records are accurate, up to date and in compliance with donor policies
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
• Tracks orders to ensure timely deliveries
• Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
• Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications 

Education: 

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required
• Diploma in Purchasing and Supplies Management is preferred
• Membership of a professional body such as KISM, CIPS e.t.c required

Experience: 

• Five (5) years’ experience in procurement or with similar administrative responsibilities 

Knowledge/ Skills: 

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
• Working knowledge of SAGE and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills

Abilities 

The Procurement Officer must have the ability to: 

• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• take initiative;
• 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;
• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;