Vacancy title:
Program Processing Supervisor (National)

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Management]

Jobs at:
Church World Service

Deadline of this Job:
Sunday, June 22 2025

Duty Station:
Nairobi | kenya | Kenya

Summary
Date Posted: Tuesday, June 10 2025, Base Salary: Not Disclosed

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JOB DETAILS:

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 Program 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. 
• 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.   

Data Management and Analysis  

• 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. 
• Ensure effective workplans and created and utilized for all Program Processing staff and that Case processing duties are completed effectively.  
• Closely monitor the movement of cases through the entire USRAP pipeline, ensuring cases are being processed and presented according to USRAP priorities. 
• Acts as the point person for staff inquiries relating to processing of cases. 
• Develops reports and quality control checks that ensure accuracy and efficiency as well as their use. 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. 

Program Administration  

• Ensures the deployment of Prescreening, USCIS Support and Cultural Orientation circuit rides. 
• Coordinates with IOM and Independent Panel Physicians to ensure Medicals are scheduled, completed and uploaded in START in a timely manner.  
• Ensure all Correspondences received is responded to in a timely manner 
• Ensures Assurances are correctly reviewed and requested in a timely manner 
• Coordinates with the Circuit Ride and Travel department to ensure Travel information is correctly updated in START for them to complete booking of applicants.  
• Coordinates with the Pipeline and Case Quality team to ensure that needed filters and reports are created and provides them with feedback about gaps in the system. Additionally, ensures that feedback received from the Pipeline and Case Quality team is communicated to Programs staff and required training is provided in a timely manner.  
• Develop work plans and oversee their implementation and reporting for direct reports. 
• 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. 
• Actively engages in circuit ride briefings and debriefings. 
• Oversees the scheduling of eligible individuals for Prescreening, USCIS support, Cultural Orientation and Medicals.  
• Participates in training and on-boarding new staff. 
• Maintains records of all correspondence with partners. 

Compliance  

• Ensures all functions strictly adhere to the DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines, and procedures  
• Ensures development, implementation, dissemination, monitoring and adherence to Processing Guides for processing of refugees eligible for the US Refugee Admissions Program in sub-Saharan Africa. 
• Conducts job function observations of all Program Processing Associates staff to ensure compliance is met and identifies any areas of improvement or training needs. 
• Identifies and assists with regular process reviews to compare requirements vs. current processing and outputs. 
• Demonstrates ability to conduct field processing and case Processing activities. 
• Demonstrates ability to conduct logistical and administrative activities including Cultural Orientation training both in the field and remotely. 
• 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.  
• 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 disseminating information related to staff safety in the field. 

Additional Responsibilities  

• Ensures the deployment of Cultural Orientation staff and resources to ensure timely flow of cases, in coordination with Programs Management.  
• Ensures staff are safe in the field by coordinating with the Risk and Security Manager and disseminating information related to safety to staff in the field. 
• Other duties that may be assigned to enhance the quality and efficiency of the administration of the Program. 

Qualifications

Experience:  

• A minimum of eight (8) years paid work experience required. 
• A minimum of three-year (3) direct supervisory experience in the USRAP is required. 
• Experience leading teams is preferred.   
• Previous experience with USRAP preferred.  
• Previous experience conducting trainings or presentations preferred.

Work Hours: 8

Experience in Months: 96

Level of Education: bachelor degree

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