Current Vacancies at Church World Service

• The Deputy Regional Representative, Operations will oversee and monitor the transition of CWS Africa centralized operations functions currently held by the CWS Nairobi RSC Administration units to existing (South Africa, Tanzania), emerging (Uganda, Rwanda), and newly opening CWS Country Offices (Kenya, West Africa, DRC plus additional expansion as confirmed) in Africa. The position will be responsible for the administrative integration of CWS RSC and RDP portfolios.
• This position will also represent both the Regional Representative and Country Representatives, if needed in case of leave of absence.
• The position will provide oversight for the Regional IT, Finance, Administration and Security Units.

Responsibilities

General Oversight:

• Responsible, in conjunction with Country Program leads, for oversight for all support services for CWS Country Office Operations, to include finance, administration, logistics, HR, procurement, property, IT and Security
• To link with HQ in New York and help calibrate, develop capacity in balance between HQ, the Regional Office in Kenya, and multiple CWS Country Offices in Africa
• Engage with the internal auditor for CWS Africa, as it relates, to ensuring all administrative functions across Africa are operating effectively, and with compliance.
• Support the regional administration leaders to set, implement and monitor work plans across the administrative functions.

Administrative Function

• Challenge the existing administrative implementation frameworks to ensure they support the effective integration of all CWS administrative functions across all Country Offices.
• Develop, assist with implementation and monitor work plans to build the capacity of the administrative function at Country Office, to enable these departments to function with increasing independence from the CWS Regional office.
• Support and supervise the establishment of common management practices across the Country offices. This will include:
• Developing Minimum Operating Standards (MOS), in collaboration with CWS HQ, across procurement, IT, property, finance and HR, across all Country Offices.
• Ensuring the MOS, as developed, are consistent with CWS HQ MOS, as they are developed.
  • Establishing benchmarks and dashboards to effectively manage adherence to the minimum operating standards.
  • Develop a reporting system to provide visibility for the management team for each standard.
• Responsible for reporting on the transfer of current centralized authority and capacity within the administrative function from regional HQ in Nairobi to the Country Offices. Reporting to be made to the Regional Representative for Africa and CWS HQ.

Compliance and Audit

• Is available to Country Offices and CWS programs (RSC Africa and others) to assist Country Offices to establish or improve compliance systems, policies, and structures within each operating environment.
• Identifies and assesses, in collaboration with the Internal Auditor and Program leadership, areas of significant compliance risk within the Country Office operations, and, with management, designing and implementing corrective action plans.

Team Development and Capacity building

• Establish in partnership with Country Representatives, and to support through dotted line, matrix management approaches, administrative units or teams in each Country Office
• Build a pipeline of managers and leaders familiar with CWS programming and administrative policies.
• Oversee the development of the administrative functions across each Country Office and the regionally to serve as integrated administration for both RSC and RDP programs.

Qualifications

Experience:

• Twelve (12) years experience, in an extensive administrative role, preferably in an INGO
• Eight (8) years experience in a management role
• Four (4) years experience in a senior management role, supervising managers with direct reports
• Experience working with US Government funds, with responsibility for reporting in line with US Government funding rules and regulations
• Experience working directly with US Government agency representatives and stakeholders.

Skills:

• Excellent demonstrated project management skills
• Excellent demonstrated change management skills
• Excellent stakeholder management skills
• Excellent planning and organizational skills

Education & Certifications:

• Bachelor’s Degree in Business Administration or a similar field is required (or 4 years of work experience in lieu of a bachelors degree)
• Master’s Degree is preferred

Abilities:

• Work and make decisions independently and contribute to overall operations at management levels
• Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;
• Maintain a high performance standard with attention to detail, completing tasks within set timeframes;
• 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;
• 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).
• Be flexible with changing of daily duties as needed

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Purpose

This position is responsible for oversight of the Program Integrity Unit in Nairobi, Kenya and ensuring all United States Refugee Admissions Program (USRAP) processing is free from fraud and malfeasance. The position oversees fraud investigations, manages compliance reporting, and ensures a culture of compliance through messaging and training of staff and contractors on the USRAP Integrity and Compliance Guide, ethics, and fraud prevention. The Program Integrity Manager works with various departments throughout the organization and on occasion, supports the Program Integrity Coordinator in providing guidance to Compliance staff and leadership at the RSC Africa Country Offices.

Key relationships:

Internal to CWS

• Director
• Senior Compliance Coordinator
• Senior Program Integrity Manager
• Program Integrity Specialists
• Program Integrity Assistants

External

• BPRM Program Officer
• Refugee Coordinator
• UNHCR
• IOM
• RPC
• Other NGOs (HIAS and Refuge Point)
• Resettlement Agencies

Working Environment

• Office and/work from home environment.
• Periodic travel to the field as may be required.

Responsibilities

• Core Job Responsibilities:

• Compliance (40%)

  • Works closely with the Program Integrity Coordinator and Program Integrity Unit to ensure that the United States Refugee Admissions Program (USRAP) Integrity and Compliance Guide is implemented, adhered to, and reported on appropriately.
  • Ensures mandatory staff training on fraud, ethics, investigations, and confidentiality are carried out each year, oversees development of training materials, and ensures appropriate training follow up is conducted.
  • Oversees fraud, Protection from Sexual Exploitation and Abuse (PSEA) and malfeasance investigations under the direction of the Program Integrity Coordinator, Senior Compliance Coordinator, RSC Director, and PRM focal points and works closely with Program Integrity Specialists to conduct investigations.
  • Responsible for fraud and malfeasance investigation and closure reports for RSC Africa, ensuring that both CWS and donor reporting requirements are met.
  • Oversees the monitoring of the fraud reporting mechanisms at RSC Africa.
  • Maintains and revises, as necessary, the Program Integrity Standard Operating Procedures (SOPs), independently and collaboratively, to ensure internal compliance with the USRAP Integrity and Compliance Guide.
  • Ensures coordination of training for contract Interpreters in sub-Saharan Africa.
  • Supports the Program Integrity Unit’s development of new and innovative ways for fraud and malfeasance mitigation.
  • Oversees the preparation of quarterly and annual reporting indicators for the funder on matters of program integrity for the Nairobi, Kenya office.
  • Ensures email protocol for the Fraud Mailbox is updated and followed as appropriate.
  • Participates in and/or presents during quarterly Fraud and Ethics Committee meetings as needed.
  • Maintains a current knowledge of the USRAP.
  • Attends Quarterly Fraud Trend meetings.
  • Report any identified areas of significant compliance risk for the RSC Africa program.
  • Ensure all refugee case processing functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
  • Provide input on effects of external policy updates on the department’s internal SOPs and workflow and implement changes due to these updates.
  • Ensure timely and accurate reporting of suspected fraud, malfeasance, and data breaches.
  • Conduct regular departmental process reviews to compare requirements vs. current processing and outputs.
  • Implement process changes based on the outcome of the process reviews.
  • Conduct QCs and job function observations of staff to ensure compliance is met and identifies areas of improvement or training needs.

  Leadership and Management (30%)

  • Provide input in strategic planning conversations to achieve RSC Program goals.
  • Champions CWS policy, procedures, and organizational culture to staff, and contribute to strategies for ensuring staff fully understand and abide by CWS policies.
  • Provide direct supervision and leadership to direct reports, including yearly performance evaluations, monitoring professional development, and coordinating leave.
  • Ensure coaching, mentoring, feedback and corrective action plans are being carried out within the team.
  • Ensure establishment of performance expectations and communication, on-boarding and training.
  • Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Programs annual budget.
  • Determine and apply cost saving measures to ensure program sustainability.
  • Ensure a safe, healthy and professional work environment.
  • Oversee the process of ensuring staff’s well-being at work.
  • Ensure direct reports are accessing and using their benefits appropriately including leave.
  • Actively support staff by promoting safe space, open-door and escalation policies.
  • Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.

  Program Administration (10%)

  • Liaises with relevant Programs and Administration management to ensure the fulfilment of organizational requirements per training and compliance.
  • Works with the Senior Compliance Coordinator, Refugee Communications Coordinator, and Correspondence Supervisor to ensure compliance with refugee communication guidelines.
  • Develop work plans, their implementation and reporting for program integrity unit staff reporting to this position.
  • 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.
  • Coordinate effective circuit rides with other units within assigned countries/teams.

  Representation 10%

  • Maintain effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
  • Ensure partner communication is professional, timely and proactive.
  • Occasionally travel to field sites to meet with/accompany PRM/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
  • Ensure staff are professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

  Data Management and Analysis 5%

  • Updates RSC Africa databases per compliance with the United States Refugee Admissions Program (USRAP) Integrity and Compliance Guide.
  • Maintains and further develops robust investigation and investigation report tracking mechanisms.

  Additional Roles and Responsibilities 5%

  • US passport holders may be required to facilitate DNA collection.
  • Any other duties as assigned.

Qualifications

Experience:

• 8 years of paid work experience is required.
• 2 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action and directing day-to-day work is required.
• 2 years of investigation experience is required.
• Demonstrated management experience, to include administrative and program management, with a refugee serving/processing agency(s) preferred.
• Previous experience with USRAP preferred.

Skills:

• Attention to detail.
• Strong analytical skills and excellent report-generation skills with the ability to understand, process and document information for a variety of audiences.
• Strong supervisory skills and understanding of performance management systems.
• Excellent organizational and time management skills.
• Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
• Strong English communication skills, both oral and written.

Education & Certifications:

• Bachelor’s degree in criminology, Business Management or a related field required, or four (4) years of paid work experience in lieu of a bachelor’s degree required.
• Industry standard certifications preferred but not required, such as Certified Fraud Examiner (CFE) or Certified Protection Professional (CPP).

Abilities:

• Has ability to lead or support sensitive, urgent U.S. passport only investigations.
• Work and make decisions independently and contribute to overall operations of RSC Africa at management levels.
• 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.
• Be flexible with changing of daily duties as needed.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).