Circuit Ride Specialist – South Africa National Hire At Church World Service

Position Title: Circuit Ride Specialist

Reports To: Circuit Ride Supervisor and FP Manager

Division: Immigration & Refugee Program+ (IRP+)

Department: Programs, Circuit Ride

Job Location: Pretoria, South Africa

Grade Level: Grade 6, Specialist, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

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.

Essential Duties:

Compliance:

1. 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;
2. 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;
   1. 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;
   2. Ensures that all processing sites for USCIS circuit rides have valid RSO clearance;
   3. Ensures that interpreters are scheduled appropriately and have valid clearances;
   4. Ensures that all trip reports are sent out on time and have been saved on the server;
   5. Ensures that all documentation for a circuit ride has been accurately completed and saved on the server;
   6. Ensures that all specific circuit ride location logistical issues are followed-up on and addressed;
3. Ensures structured and productive circuit ride trip brief and debrief sessions;
4. Attends regular scheduling meetings and helps drive agenda items with all relevant Managers, Supervisors, Coordinators and administration staff to discuss scheduling of circuit rides;
5. As needed, travel to field locations to monitor logistics and meet with partners and vendors.

Data Management and Analysis

1. 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;
2. Ensures matrices and USCIS Calendars for prescreening and adjudications circuit rides are submitted to the case processing scheduling teams on time;
3. Ensures cultural orientation participant lists are sent out to partners on time;
4. Creates and updates circuit ride calendars for planned circuit rides;
5. Quality control checks the cases on schedule, FP matrices and CO participant lists before sending them in the Confirmation Memo;
6. Develops and adheres to quality control reports that monitor output as well as check the quality of work produced;
7. 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

1. 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;
2. Creates and sends Preliminary Coordination Announcements and Confirmation Memos to partners alerting them of upcoming circuit rides within the specified time frame;
3. Ensure the post-Adjudication statistics are sent within five working days from the end of each USCIS circuit ride;
4. 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.

Qualifications:

Experience:

• 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.

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 Pretoria, South Africa.
• 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.
• Driver’s License Code 08.
• Background check, which includes references and an educational criminal check is required before the start of employment for International applicants.
• 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.
• Internationals – International applicants must be legally eligible to work and obtain a work permit in South Africa OR A valid U.S. passport and the ability to maintain a valid U.S. passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• 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.
• 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.

Disclaimer: Please note that this position is subject to the approval of funding and only upon approval will the position be filled.