Expedite Specialist (International Hire) At Church World Service

JOB DESCRIPTION

Job Title: Expedite Specialist (I)

Grade/ Level: 6/ Senior Specialist

Division: Programs

Department: Processing Support

Unit: Protection

Primary Purpose

This position is responsible for overseeing the processing of expedited refugee cases, including high profile cases and embassy referrals. The Specialist ensures that RSC standard operating procedures are strictly followed and works with PRM, IOM, USCIS, and other USRAP partners to ensure expedite cases are processed as expeditiously as possible. This position works closely with the Programs Management

Supervision

This position supervises Senior Case Processing (SCPAs) assigned to expedite section, and reports directly to the Protection Manager.

Essential Duties

1. Monitors all Level 1 and Level 2 expedite cases in the RSC Africa pipeline to ensure cases move through the pipeline as efficiently as possible.
2. Acts as primary point of contact for partners, including the Regional Refugee Coordinator’s office, on all expedite cases.
3. Works with Program Management to ensure expedites are prioritized for circuit ride scheduling and case processing.
4. Submits regular reports to PRM to request expedited security check processing.
5. Submits regular reports and follow-up with IOM on medical and departure processing of all expedite cases.
6. Travels as needed, often on short notice, to locations throughout Sub-Saharan Africa to interview expedite cases, and accompany CIS officers for adjudication. Assists with the processing of Nairobi-based expedite cases as needed.
7. Completes processing for COPE cases from creation to packeting.
8. Drafts regular reports and analysis and submits quantitative and qualitative data from a wide range of sources.
9. Assist the Protection Manager in development, updating and implementation of standard operating procedures for Expedite processing.
10. Supervise case and pipeline management undertaken by the SCPAs assigned to Expedite section, focusing on specialized caseloads including: protection and medical expedite cases, and long stayers. Monitor protection reports to identify urgent cases and to move cases more quickly through the pipeline.
11. Develop and deliver training on protection case processing, including: expedite case identification, expedite processing procedures, and LGBTI-sensitive interviewing skills.
12. Serves as focal point and provides technical expertise for travelling teams during circuit rides, and office based Program staff regarding expedite processing.
13. Conduct regular training to UNHCR and other referring agencies on USRAP Expedite processing.
14. Coordinate and conduct safe house and other identified protection case individual case counselling sessions in the region.
15. Liaise with UNHCR, PRM, CIS, RPC and RAs on issues related to protection cases. When a protection case is at immediate risk, coordinate with other partners to ensure appropriate action is taken.
16. Serve as the primary point of contact for Protection mailbox and coordinate with other departments on inquiries related to respective units.
17. Other responsibilities as assigned by RSC Management.

Performance Management **

1. Provide direct supervision and leadership to Expedite section staff, including completion of yearly performance evaluations, development of job descriptions, and participation in hiring.
2. Assist Protection Manager in the evaluation and identification of training needs and, development and implementation of training modules for Protection and expedite staff.
3. Run quality checks (QC) and provide feedback to staff and/or other departments.
4. Conduct coaching, mentoring, feedback and corrective action plans where necessary.
5. Establish performance expectations and communication, on-boarding and training.
6. Review and monitor team and individual progress towards unit goals.
7. Monitor staff time, attendance, leave, and complete timesheets in a timely manner.

Staff Care

1. Monitor and ensure a safe, healthy and professional work environment.
2. Ensure direct reports are accessing and using their benefits appropriately including leave.
3. Actively support staff by promoting the safe space, open-door and escalation policy.
4. Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.
5. Monitor staff time, attendance, leave, and ensure accurate timesheets are submitted on a timely manner.

Qualifications

Education:

· Bachelor’s Degree or four (4) years of related experience in lieu of a Bachelor’s Degree is required.

• Master’s degree preferred.

Experience:

• Two (2) years of work experience required.
• Three (3) months of related experience in casework or resettlement experience is required.
• Supervisory experience preferred.
• Overseas experience in a developing country is preferred.
• Second language an advantage; Somali, French, Amharic, Kinyarwanda, Kiswahili or Arabic preferred.

Knowledge/Skills:

· Through knowledge of the US Refugee Admissions Program and WRAPS database. Strong verbal and written English language skills.

· Strong verbal and written English language skills.

· Demonstrated computer skills, especially Microsoft Word, Excel, Outlook.

· Strong organizational and time management skills.

· High level of professionalism especially with partners.

· Meticulous attention to detail.

Abilities:

The Expedite Specialist must have the ability to:

· maintain confidential information;

· provide supervision to direct reports;

· work as part of team in a multi-cultural environment;

· take initiative in formulating procedures and training plans to improve operations;

· ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;

· deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;

· travel extensively throughout the regions, sometimes on short notice and under difficult conditions;

· travel in sub-Sahara Africa on short notice and under difficult conditions to meet demands of a dynamic operational program;

· maintain a high performance standard with attention to detail;

· communicate effectively both verbally and in writing;

· follow instructions from the Supervisor with a positive and receptive attitude;

· exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;

· 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, refugees 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;

· work independently and contribute to overall operations of RSC Africa;

· take initiative in the development and completion of projects;

· lead others and address issues as they arise;

· maintain strict confidentiality with RSC Africa administrative and operational information;

· manage a large and diverse workload under pressure with competing priorities;

· analyze and solve complex problems and make sound decisions;

· 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. Refugee Admissions Program (USRAP)

Working Conditions

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, moving machinery, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, non-ventilated spaces and working in confined quarters.

Special Requirements

A valid US passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel. 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 be legally eligible to work and obtain a work permit in Kenya. Must have proof of Yellow Fever vaccination before traveling for RSC Africa. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification

None required.

Competencies

Communication**

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships**

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Program Planning and Management

Organize work and/or plan projects and ensure timely completion and/or successful implementation. Examples of skills and behaviors include identifying and analyzing program options; identifying the tasks and deliverables required for successful completion; managing one’s time; monitoring the resources involved and ensuring that they are directed most effectively; and working with all involved to ensure successful completion.

Leadership

Guide and direct oneself or other individuals and groups toward a desired outcome. Examples of skills and behaviors include taking the appropriate level of initiative to resolve problems or remove obstacles, bringing individuals together around a common goal; evaluating information and making decisions; navigating conflict and obstacles; and ensuring that communication takes place between all parties involved.

Resource Building and Stewardship

Balance the acquisition or investment of organization resources with responsible use of those resources in line with the organization’s mission. Examples of skills and behaviors include taking advantage of all opportunities to cultivate potential donors; evaluating situations to identify the best use of resources; and making responsible investments of resources that increase organization effectiveness.**