Internship | Job Vacancies at Church World Service (CWS)

Internship | Job Vacancies at Church World Service (CWS)

KE-Program Processing Manager (National) at Church World Service (CWS)

Primary Purpose

This position is responsible for the management and implementation of all Program Processing activities for CWS/RSC Africa in sub-Sahara Africa and provides effective and efficient field mission planning, administrative support, communications, and logistical support while adhering to USRAP procedures and B/PRM Guidelines. The Program Manager actively monitors all aspects of the implementation of USRAP activities undertaken by Program Processing Supervisors and Program Processing Associates in both the Nairobi office and the field. This position ensures that RSC Africa processing priorities and targets are met and that standard operating procedures are strictly followed

Key relationships

Internal to CWS

  • RSC Director
  • Deputy Director of RSC Programs
  • Senior Program Managers
  • Program Processing Supervisors
  • Program Processing Associates
  • SARU Senior Program Manager
  • SARU Program Supervisor
  • SARU Program Associates
  • Senior Circuit Rides and Travel Manager
  • Travel Supervisor
  • Senior Manager Pipeline and Case Quality
  • Projections Specialist
  • Senior Case Quality Specialist
  • Data Integrity Supervisor
  • Circuit Ride Specialist

External

  • BPRM Program Officers
  • PRM Coordinators
  • UNHCR
  • IOM
  • USCIS
  • RPC
  • Resettlement Agencies

Working Environment

  • Primarily in-office with occasional work from home as requested and approved.
  • Periodic travel to the field as may be required.

Core Job Responsibilities:

Leadership and Management

  • Provides direct supervision and leadership to the Program Processing Supervisors, Program Processing Associates as may be needed, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
  • Develops and implements training modules for staff, in coordination with Learning and Development and ensures that staff receive cross training on different aspects of refugee processing, and that they are monitored and evaluated.
  • Ensure that QCs are being conducted and feedback is being provided to staff.  
  • Ensure coaching, mentoring, feedback and corrective action plans are being carried out where needed.  
  • Ensure establishment of performance expectations and communication, on-boarding and training
  • Monitor staff time and attendance.  
  • Monitor and ensure a safe, healthy and professional work environment.  
  • Ensure direct reports access and use their benefits appropriately, including leave.
  • Ensure staff are safe in the field by coordinating with the RSC Staff Security and disseminating information related to safety to staff in the field.
  • Provide input on quarterly and/or annual Learning and Development staff and work projections, which contribute to Programs annual budget.  
  • Determine and apply cost saving measures to ensure program sustainability. 
  • Support RSC Management to analyze assessment results for future training plans.  

Compliance

  • 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 Program Processing Associates to ensure compliance is met and identifies any areas of improvement or training needs.
  • Conduct and participates in regular process reviews to provide feedback and to monitor quality vis a vis output.
  • Report on departmental compliance and achievements to required internal and external stakeholders.  

Program Administration

  • Develop digital presentations and supports Program Processing Associates in conducting processing including cultural orientation using online and other remote learning modules.
  • Assists in preparation of the budget and modifications.
  • Obtains circuit ride related costs from partners and reviews budgets and invoices for accuracy.
  • Develops and updates Standard Operating Procedures related to circuit ride preparation to enhance consistency and coordination.
  • Assists in organizing the hiring and training of program staff.
  • Maintains records of all correspondence with partners

Data Management and Analysis

  • Closely monitors the movement of cases through the RSC Africa refugee pipeline, and ensures cases are processed according to the PRM Cooperative Agreement and prepares required statistics reports.
  • Acts as the point person for staff inquiries related to the processing stages.
  • Develops and implements department specific pipeline analysis to inform workload projections and staffing and to anticipate future workloads in coordination with the relevant Senior Managers.
  • Manage reports and quality control checks that ensure accuracy and efficiency.
  • Ensures annual plan and strategic plan goals are met.
  • Reviews RSC Africa trip reports and follows up on identified issues.

Representation/Engagement

  • Develops and maintains effective relationships with RSC implementing partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
  • Ensure the staff is professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.
  • Ensure partner communication from the department is professional, timely and proactive.  
  • Represent organizational policies and culture to staff.  

Additional roles and responsibilities
Other duties that may be assigned to enhance the quality and efficiency of U.S. Refugee Admissions Program (USRAP) to attain set objectives and maintain high professional standards of RSC Africa. Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.  

Qualifications

Experience:

  • A minimum of Eight (8) years paid work experience managing complex projects. 
  • A minimum of Two (2) years of direct supervisory experience is required.  
  • A minimum of Three years US refugee resettlement experience is required.  
  • Previous program management experience preferred  
  • Previous experience conducting training or presentations preferred.  

Skills:

  • Thorough knowledge of the US Refugee Admissions Program (USRAP).  
  • Excellent English writing skills and clear communication style.   
  • Excellent organizational and time management skills.  
  • Excellent computer skills, in particular Microsoft Office.  

Education & Certifications:

  • Bachelor’s Degree or additional four (4) years of paid work experience in lieu of a Bachelor’s Degree required

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KE-Circuit Rides & Travel Manager (National) at Church World Service (CWS)

Primary Purpose

The Circuit Rides & Travel Manager is responsible for coordinating and supporting the planning and execution of all United States Refugee Admissions Program (USRAP) Circuit Ride activities at RSC Africa as well as Applicant Travel to the U.S. This role ensures the effective coordination of field Travel operations, travel logistics, and partner engagement to meet programmatic goals and compliance standards. The Manager leads cross-functional teams, drives process improvements, and serves as the secondary liaison with PRM, USCIS, and other stakeholders for circuit ride planning and Applicant Travel.

This position plays a key role in aligning departmental activities with organizational priorities, ensuring quality, timeliness, and efficiency in refugee processing and travel facilitation. The Manager also contributes to strategic planning, budgeting, and staff development, while ensuring compliance with safety, security, and operational protocols.

Key Relationships

Internal to CWS

  • RSC Director
  • Deputy Director of RSC Programs
  • Senior Program Managers
  • Program Managers and Supervisors
  • Program Processing Associates
  • Pipeline and Case Quality Team
  • SARU Team
  • Circuit Rides and Scheduling Specialists
  • Data Integrity Supervisor
  • Data Analyst

External

  • PRM and USCIS
  • CWS RSC Africa’s implementing partners
  • Travel Agents
  • As Needed

Working Environment

  • Office environment with periodic travel to the field as required.

Responsibilities

Core Job Responsibilities:

Leadership & Coordination

  • 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, healthy and professional work place; and promoting safe-space, open door, and escalation policies.
  • Ensures staff are safe in the field by coordinating with the Security Risk Management Specialist and disseminating information related to staff safety in the field.
  • Under the guidance of the Senior Circuit Rides & Travel 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.

Data Management and Analysis

  • Ensure effective workplans are created and utilized 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.
  • Where needed, 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.
  • Ensures applicant travel arrangements are completed through collaboration with identified travel agent(s), and RSC Procurement, including travel booking, applicant document verification, and airport departure/arrival assistance.
  • Ensures that travel briefing is completed for applicants prior to travel including do’s and don’ts of travel.
  • Ensures vulnerable applicants including the elderly, disabled and those with health conditions are provided with required assistance
  • Ensures unaccompanied minors are adequately supported and handed over to the appropriate carrier staff.
  • Monitors and tracks ticketing information in coordination with the travel agent to ensure invoices submitted correspond to tickets issued.
  • Ensure applicants sign relevant travel documentation (travel loan – promissory notes) and ensure these are shared/stored appropriately.
  • 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 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.

Stakeholder Engagement and Representation

  • Maintains effective relationships with RSC implementing partners, including PRM, IOM, UNHCR, RPC and domestic Resettlement Agencies.
  • Ensure professional, timely, and proactive communication with partners.
  • Represent CWS/RSC Africa’s values and policies to staff, partners, and applicants.
  • Ensure staff professionalism in all external engagements

Additional Responsibilities

  • Perform other duties as assigned to enhance program quality and efficiency.

Qualifications

Experience:

  • A minimum of eight (8) years’ paid work experience is required.
  • A minimum of two years’ (2) direct supervisory experience in the USRAP is required.
  • Experience leading teams is preferred.
  • Previous experience with USRAP strongly preferred.

Skills:

  • In-depth 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 PowerPoint.
  • Excellent organizational and time management skills.

Education & Certifications:

  • Bachelor’s Degree, or four (4) additional year’s work experience in lieu of a bachelor’s degree.

Abilities:

  • Ability to adapt to urgent priority changes including and not limited to primary assigned tasks changing in short notice.
  • Ability to perform a full range of processing responsibilities, including but not limited to case processing, field processing, and facilitating cultural orientation sessions.
  • Supervision of 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.
  • Analyze 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)

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KE-Data Analyst (National) at Church World Service (CWS) 

Primary Purpose

This position is primarily responsible for ensuring the timely and accurate preparation of standard and ad hoc statistical and operations reports.

Key Relationships

Internal to CWS

  • Other Data Analysts
  • Data Integrity Supervisor-USRAP
  • Data Integrity Supervisor-Administration
  • Data Integrity Manager
  • Senior Manager, Data Analytics & Visualization
  • Associate Director, Strategic Planning
  • Deputy Director Program Implementation & Quality
  • RSC Director
  • Other team members in administration & program units

External

  • BPRM Program Officer
  • UNHCR
  • IOM
  • RPC
  • Other NGOs
  • Resettlement Agencies

Working Environment

  • Office environment, Periodic travel to the field as may be required.

Responsibilities

Core Job Responsibilities:

Data Management and Program Administration (45%)

  • Prepares routine and ad hoc CWS RSC Africa statistical reports as needed for various CWS RSC Africa staff and implementing partners e.g. US Embassy Refugee Coordinator, UNHCR, IOM and the Resettlement Agencies.
  • Prepares and automates regular sectional quality control reports to ensure data accuracy and identify training needs.
  • Prepare reports designed to track CWS RSC Africa operations’ productivity for an overall improvement in efficiency.
  • Works closely with IT to ensure that reports run in the most current software environment and in publishing QC reports in a user-friendly interface.
  • Continually works on converting as much of the DI reporting portfolio into an automated format on Tableau.

Compliance (30%)

  • Carries out annual inter-departmental process reviews and recommends improvements in quality control.
  • Updates automated and ad hoc reports in line with START database schema changes and/or Policy and Program changes.
  • Maintains a current understanding and keeps abreast of any updates of START or RSC Africa Standard Operating Procedures.
  • Works closely with Programs staff to ensure that they have adequate reporting tools available to them to enable their departments meet RSC quality standards and adhere to USRAP processing guidelines.

Representation/Engagement (20%)

  • Works closely with RPC staff on issues related to START data fixes and deployed new releases.
  • Works with other programs teams when to assist with their reporting needs, as needed.
  • Serves as the contact person for all inquiries directed to the Data Integrity Unit while the Data Integrity Supervisor is on leave.
  • Actively works on and resolves all work order tickets raised by Programs staff.

Additional Responsibilities (5%)

  • Performs any other duties assigned to improve the operations of CWS Africa.

Qualifications

Experience:

  • A minimum of 5 years paid work experience required
  • Good understanding (2+ years required) of databases and Tableau (or other business intelligence tools like Power BI)
  • Previous experience working within the U.S. Refugee Admissions Program (USRAP) is required
  • Experience using Microsoft Visual Studio 2016 in the context of SQL Server Reporting Services required.
  • Previous experience working within the U.S. Refugee Admissions Program (USRAP) is required.

Skills:

  • Advanced knowledge in TRANSACT SQL and Microsoft SQL Server database design, stored procedures, views and functions.
  • Advanced computer knowledge, specifically with MS Office (Access, Outlook, Word, PowerPoint). Advanced knowledge in using Tableau Business Analytics software.
  • Knowledge of US refugee resettlement and working experience with the START database preferred.

Education & Certifications:

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

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KE-START Engagement Specialist (National) at Church World Service (CWS)

Primary Purpose

This position is responsible for creating and delivering START engagement activities, and assists with training efforts for new hires and existing staff.

The START Engagement Specialist works closely with the RSC Africa START team and all Programs Departments.

Responsibilities

Core Job Responsibilities:

Compliance (35%)

  • Maintains a current understanding of the US Refugee Admissions Program guidelines, START functionality, START SOPs, and START training materials.
  • Ensure START engagement activities and internal START messaging adhere to the START branding guidelines and align with current SOPs.
  • Communicates processing updates and trains staff on the highlighted changes.

Representation (5%)

  • Serves as a back-up for the Senior Case Quality Specialist.
  • Develops and maintains effective relationships with the Refugee Processing Center (RPC).
  • Ensures communication to RPC is professional, timely and proactive.

Program Administration (35%)

  • Designs and leads internal START demonstrations and training sessions.
  • Creates materials to inform staff of updates to the START system, remind staff of existing START functionality, and engage staff with START.
  • Brainstorms new ways to keep staff aware and interested in using START and engaged with new START functionality.
  • Supports START orientation and training for new staff.
  • Manages START access records for all programs staff with granted START access.
  • Create START dashboards for START users to conduct quality checks.
  • Create START dashboards for supervisors and managers to monitor cases.

Data Management and Analysis (20%)

  • Participates in START user-acceptance testing and simulation activities.
  • Monitors user-adoption through surveys and adjusts engagement plans accordingly.

Additional roles and responsibilities (5%)

This position also performs other duties that may be assigned by CWS RSC Africa Management to enhance the efficiency and efficacy of the operation.

Qualifications

Experience:

  • A minimum of Five (5) years paid working experience required.
  • Experience working in START is required.
  • Proficiency working with Canva, or an equivalent software, is required.
  • Broad knowledge of USRAP processing in START is required.
  • Proven ability to communicate professionally with external stakeholders is required.
  • Prior case or field processing experience required
  • Training experience is preferred.

Skills:

  • Advanced computer knowledge, specifically with MS Office (Excel, Access, Outlook, Word, PowerPoint).
  • Experience using Tableau is a plus.
  • Strong English communication skills, both oral and written.

Education & Certifications:

  • Bachelor’s degree, or four (4) years paid work experience in lieu of a bachelor’s degree

Abilities:

  • 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; 
  • 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.
  • Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies.

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