Essential Duties :

• Ensures all Cultural Orientation activity strictly adheres to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures, including PRM-issued CO learning objectives/indicators.
• Ensures activity relating to hiring of contractors such as interpreters and child minders teachers strictly adheres to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
• Oversees the development, implementation, dissemination and monitoring of standard operating procedures (SOPs), and Cultural Orientation curricula, for processing of resettling refugees eligible to receive Cultural Orientation as part of the US Refugee Admissions Program in sub-Saharan Africa.
• Leads regular departmental process reviews to compare requirements vs. current processing and outputs.
• Monitors policy changes, identifies effects of such changes on the department’s internal SOPs, workflow, and curricula, and ensures effective implementation of policy updates.
• Conducts job function observations of Cultural Orientation staff to ensure compliance is met and identifies areas of improvement or training needs.
• Oversees effective planning, coordination, execution, and monitoring of Cultural Orientation Circuit Rides (CR) in coordination with the Circuit Ride Support department including timely communication to external and internal partners, updating of CR reports and tools (partners report and CR portal), and timely dissemination of trip reports.
• Facilitates DNA testing for P3 applicants as needed.

Data Management And Analysis

• Ensures that all RSC Africa Cultural Orientation activities are completed in an efficient and effective manner and reflect USRAP priorities for Sub-Saharan Africa.
• Oversees the development and maintenance of departmental reports and quality control (QC) checks. Ensures reports are accurate and efficient.
• Develops annual/quarterly projections to inform Programs Division priorities, with a focus on Cultural Orientation activity.
• Develops and implements department-specific pipeline analysis reports to inform workload and staffing projections, and to anticipate future workloads.
• Coordinates with other Programs departments, as needed, to efficiently allocate staff resources; and collaborates with other Programs departments for improved processing efficiency across the division.
• Establishes and maintains effective communication systems regarding data within the department and other program departments.
• Reviews and distributes departmental reports on schedule.

Representation

• Maintains effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
• Ensures partner communication from the Cultural Orientation Department is professional, timely and proactive.
• Occasionally travels to field sites to meet with RSC Africa/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
• Champions CWS policy, procedures, and organizational culture to Programs staff, and contributes to Programs Division strategies for ensuring staff fully understand and abide by CWS policies.
• Ensures Cultural Orientation staff are professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.
• Serves as RSC Africa’s liaison to the PRM-funded technical assistance provider on Cultural Orientation.

Performance Management

• Provides direct supervision and leadership to the Cultural Orientation Managers, Curriculum Development Manager, and Interpreter Manager, including yearly performance evaluations, monitoring professional development, and coordinating leave.
• Oversees the development and implementation of training modules for Cultural Orientation staff, in coordination with Programs Management, and ensures that staff receive all necessary training on different aspects of refugee processing.
• Oversees that QCs are being conducted and feedback is being provided to staff and/or other departments.
• Ensures coaching, mentoring, feedback and corrective action plans are being carried out across the department.
• Ensures establishment of performance expectations and communication, on-boarding and training.
• Develops departmental performance management systems, in coordination with Programs Management, that support consistency in work outputs.
• Maintains accurate and current job descriptions for the Cultural Orientation Department.

Staff Care

• Ensures a safe, healthy and professional work environment.
• Oversees the process of ensuring staff’s well-being while in the field.
• Ensures direct reports are accessing and using their benefits appropriately including leave.
• 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.

Program Administration

• Develops annual and quarterly work plans for Cultural Orientation and Interpreter Unit and closely monitors and tracks progress towards achievements of established annual goals and objectives.
• Determines annual departmental staff modelling, and quarterly travel projections, which contribute to Programs annual budget.
• Coordinates the deployment of Cultural Orientation staff and resources to ensure timely flow of cases, in coordination with Programs Management.
• Manages Programs Division inputs to human resources activities for all Cultural Orientation staff, including hiring, evaluations, leave management, and disciplinary actions.
• Oversees the use of the budget as it relates to Cultural Orientation and Interpreter activity, and monitors effective and appropriate use of resources across the department. This includes oversight of the budget/invoice process for IOM payments covered by CWS/RSC Africa.
• Ensures effective circuit ride coordination with circuit ride support team, logistics, finance, and security including travel projections, site clearances, security updates, news from the field, expense reports and financial management.

Experience

Qualifications:

• 10 years’ work experience is required.
• 5 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action and directing day to day work is required.

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.
• 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.

Education & Certifications

• Bachelor’s Degree in a related field required.
• Master’s Degree preferred.

Essential Duties:

• 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 CO staff to ensure compliance is met and identifies any areas of improvement or training needs.
• Identifies and assists with regular process reviews.
• Demonstrates ability to conduct logistical and administrative activities including Cultural Orientation training both in the field and remotely.
• Travels to field locations to monitor CO training, conduct performance evaluations and meet with partners and vendors.

Data Management And Analysis

• Assists in ensuring 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.
• Assists in monitoring the movement of cases through the RSC Africa refugee pipeline so that cases receive CO according to the PRM Cooperative Agreement.
• Develops work flows in response to department specific pipeline analysis to inform workload projections and staffing allocation.
• Acts as the point person for Sr. Trainer, Trainer, and Program Assistant inquiries regarding CO.
• In collaboration with CO management, assists in developing statistical reports and quality control checks that ensure accuracy and efficiency. Works with Data Integrity Unit to keep reports updated, accurate and accessible to frontline staff as needed.
• Establishes effective communication systems regarding data and ensures reports are accurate efficient and reviewed regularly.
• Assists with annual planning and strategic planning goals as communicated by the COC.
• Writes trip reports and reviews those prepared by direct reports prior to distribution throughout CWS. In consultation with the CO Manager, follows up on issues related to partners and logistics.

Representation

• 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.

Performance Management

• Provides direct supervision and leadership to frontline CO staff, including yearly performance evaluations, participating in hiring and coordinating leave management.
• Develops and implements training modules for CO staff in coordination with the Training unit, and ensures that staff receive cross training on different aspects of refugee processing.
• Communicates performance expectations and coordinates on-boarding and training of staff. Conducts coaching, mentoring, feedback and corrective action plans for direct reports.
• Runs quality assurance reports and ensures accuracy of data from Cultural Orientation training activities and overall CO pipeline reports.
• Monitors staff time and attendance while on CRs in coordination with CO supervisors.

Staff Care

• Monitors and ensures a safe, healthy and professional work environment. Ensures direct reports access and use their benefits appropriately including leave.
• 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.
• Ensures staff are safe in the field by coordinating with the RSC Staff Security office and CO management, and disseminating information related to staff safety in the field.

Program Administration

• Oversees implementation of cultural orientation activities in the field and remotely in close collaboration with CO Managers.
• Develops and updates Standard Operating Procedures related to Cultural Orientation circuit ride activities to enhance consistency and coordination. Ensures implementation of USRAP processing guidelines within the CO department.
• Assists in CO quarterly Travel Projections in collaboration with CO Managers. Delegates staffing for circuit ride, remote CO delivery activities and any other projects requiring CO staff.
• Actively engages in circuit ride briefings and debriefings.
• In collaboration with Scheduling Unit, oversees the scheduling of eligible individuals for cultural orientation training
• Participates in training and on-boarding new staff.
• Maintains records of all correspondence with partners.

Experience

Qualifications:

• Six (6) years of paid work experience required.
• One (1) year of direct supervisory experience is required.
• Two (2) years’ experience as a Cultural Orientation Senior Trainer or Trainer 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 Access. Excellent organizational and time management skills.
• Meticulous attention to detail.

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
• 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.
• 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.

Education & Certifications

• Bachelor’s Degree in Education or a related field; or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.
• Master’s degree preferred

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