Description

About CWS

Position Title:

Program Processing Manager

Reports To:

Senior Program Manager

Supervises:

Program Processing Supervisors

Division:

Program Implementation

Department:

Programs

Job Location:

Nairobi, Kenya

Grade Level:

Grade 8, 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 based on 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 role is responsible for managing all Program Processing activities in compliance with established Processing Guides (PGs). The position provides oversight on administrative, communication, and logistical functions to ensure efficient operations. The role also monitors the United States Refugee Admission Program (USRAP) implementation by Supervisors, Specialists, and front-line staff, ensuring targets, priorities, and quality standards are consistently met while maintaining strict adherence to the Processing Guides.

Working Environment

• Primarily in-office work.
• Travel to the field as may be required.

Responsibilities

Leadership and Management 50%

• 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 the Learning and Development unit and ensures that staff receive cross training on different aspects of refugee processing, and that they are monitored and evaluated.
• Ensure that quality checks (QCs) are conducted and feedback is provided to staff.
• Ensure coaching, mentoring, feedback and corrective action plans are being carried out where needed.
• Ensures clear performance expectations, effective communication, and proper onboarding and training are in place.
• 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.
• Provide input on quarterly and/or annual staff and work projections, which contribute to programs annual budget.
• Determine and apply cost saving measures to ensure program sustainability.
• Support the Resettlement Support Centre (RSC) management to analyze assessment results for future training plans.

Compliance 20%

• Ensures all programs function strictly adhere to the Funder provided policies and procedures.
• Ensures development, implementation, dissemination, monitoring and adherence of PGs for cultural orientation.
• Conducts job function observations of Program Processing Associates to ensure compliance and identify performance gaps and training needs.
• Conduct and participate in regular process reviews to provide feedback and to monitor quality of work vis-a-vis the output.
• Report on departmental compliance and achievements to required internal and external stakeholders.

Program Administration 10%

• Assists in preparation of the budget and budget modifications.
• Obtains program processing related costs from partners and reviews budgets and invoices for accuracy.
• Develops and updates Processing Guides to enhance consistency and coordination.
• Assists in organizing the hiring and training of program staff.

Data Management and Analysis 10%

• Closely monitors the movement of cases through the RSC Africa refugee pipeline, and ensures cases are processed according to the 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.

Representation/Engagement 10%

• Develops and maintains effective relationships with RSC Africa implementing partners, including Office of Refugee Processing (PRM/RP), United States Citizenship and Immigration Services (USCIS), International Organization for Migration (IOM), United Nations High Commissioner for Refugees (UNHCR), and U.S Initial Resettlement Providers (IRPs).
• 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

• Undertakes other duties as assigned to support program and organizational objectives inclusive of any admin related tasks.

Qualifications

Experience

• A minimum of Eight (8) years relevant paid work experience including managing complex programs or operations.
• A minimum of Two (2) years of direct supervisory experience is required.
• A minimum of three (3) years working with vulnerable groups
• Previous experience in program management, training and capacity building is preferred

Skills

• Demonstrated leadership and team management skills.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills in English.
• Strong organizational and time management abilities.
• Proficient in Microsoft Office and data management tools.

Education & Certifications:

Bachelor's Degree in a relevant is required.

Abilities:

• Demonstrates ability to work independently and make sound decisions while contributing at a management level.
• Exercises good judgment and seeks guidance when handling complex or unforeseen challenges.
• Maintains high performance standards with strong attention to detail and adherence to deadlines.
• Interacts professionally and effectively with colleagues, partners, refugees, and the general public.
• Manages a high-volume, diverse workload under pressure with competing priorities.
• Ensures the accuracy, integrity, and confidentiality of official records.
• Analyzes complex issues and provides practical, well-informed solutions.
• Works effectively with minimal supervision while supporting overall RSC Africa operations.

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

Special Requirements

• This position is full time and based in Nairobi, Kenya.
• This position always requires use of laptops, competence in Microsoft office packages is required.
• This position involves a range of work environment and functional requirements, including but not limited to the following.
  • This position requires the use of a computer screen and headphones for extended periods.
  • This position requires strong typing ability, including maintaining accuracy and efficiency when entering information over prolonged durations.
  • This position requires the ability to work effectively in a shared, open plan workspace.
• The candidate must be willing and able to travel on short notice. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• Having a valid passport (including sufficient pages for travel), is recommended.
• Ability to travel for work assignments internationally when the need arises.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• All employees should be prepared to work from the CWS office within their location of hire.