Program Support Coordinator

Programme & Policy

Job Description

Program Brief

Founded in 1933, International Rescue Committee (IRC) is one of the world’s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure and wishing to advance on a path of development.

The Resettlement Support Center Asia (RSC Asia), funded by the US State Department Bureau of Population, Refugees, and Migration (PRM), assists persons throughout Asia seeking permanent resettlement in the United States. Responsible for a portfolio of 37 countries, RSC Asia: prepares refugee applications for the United States Refugee Admissions Program (USRAP) using START (a State Department–managed data system that supports the arrival and resettlement of refugees through technology); provides information to resettlement agencies about arriving refugees and offers cultural orientation training to refugees bound for the United States.

Purpose of the Role

The Program Support Coordinator ensures high-quality and efficient support is provided for all RSC Asia activities in Bangladesh. This position is part of the senior management team with oversight of the day-to-day functions of four department(s): Interpreter and Translation Services, Case Creation, Scheduling and Records, Inquiries and Outreach and Cultural Orientation. This position is the primary focal point for the review and dissemination of relevant processing guidance to their department(s). The Program Support Coordinator will work closely with all RSC Asia departments to ensure that appropriate resources (i.e. human or logistical) have been allocated and are in place to meet RSC Asia program needs. This position reports to the Senior Program Coordinator.

Highlights of Key Responsibilities

Programmatic Functions:

Interpreter & Translation Services

· Provide direct supervision and support to the Interpreter Services Manager

· Oversee all interpreters on recruitment, compliance, training, monitoring, and provide general management

· Maintain capacity of RSC Asia to meet ongoing language needs for the Bangladesh caseloads.

· Interview prospective interpreters for suitability and provide interpreter training to new recruits.

· Ensure compliance with USRAP Integrity and Compliance Guidelines

· Assist in sharing feedback from interpreter and staff monitoring and evaluation with respective managers, as appropriate

· Ensure that interpreter capacity meets the needs of the RSC Asia Bangladesh operation

Case Creation, Scheduling & Records

· Provide direct supervision and support to the Program Support Manager

· Ensure timely case file creation of all received submissions; particularly special caseloads and expedites

· Collaborate closely with Casework Management to assess new referrals and their impact on Prescreen and USCIS interview scheduling

· Monitor deadlines to ensure the timely scheduling, verifications, and preparation of case files for prescreening and USCIS circuit rides

· Monitor and ensure appropriate follow-up on high profile cases/caseloads

· Lead completion of the semi-annual audits on case file locations of RSC Asia library in Bangladesh and ensure continuation of systematic transfer of case files to be in line with USRAP processing guides.

· Review library authorization access quarterly for authorized library personnel

Inquiries & Outreach

· Provide direct supervision and support to the Senior Inquiries & Outreach Officer.

· Assist in helping to resolve complex or difficult case inquiries and ensure appropriate follow-up is completed in a timely manner in compliance with the USRAP START Processing and the Integrity and Compliance Guides.

· Help to conduct outreach activities with USRAP partners, as needed.

· Act as focal point for Information Campaign activities and resources

· Work with senior management to identify and develop Information Campaign messaging as well as communication SOP as needed.

Cultural Orientation

· Collaborate closely with RSC Asia’s Cultural Orientation and Training Coordinator based in Thailand to align the cultural orientation course content within the RSC Asia Bangladesh team.

· Ensure that appropriate monitoring and evaluation protocols are in place for program consistency and accuracy in messaging.

· Oversee planning and implementation of logistical aspects of cultural orientation delivery

Key Partners and Donor Relations

· Act as primary focal point for external communications with partners and donors.

· Participate in weekly calls with donor representatives.

· Represent the RSC at meetings with USRAP partners on a regular basis.

· Assist in maintaining excellent strategic relationships with program partners, including the Regional Refugee Coordinator, USCIS, UNHCR, IOM and other partner organizations.

· Coordinate with MOI, UNHCR and IOM regarding exit permit of processing refugees.

Operational Functions

· Participate in BID analysis with operations team as needed.

· Participate in BVA meetings as needed.

Staff Management

· Provide daily supervisory and management support to direct reports.

· Identify job objectives and training needs for all direct reports and recommend actionable development opportunities for staff.

· Maintain job descriptions to ensure positions are aligned with grant objectives and provide performance feedback on a regular and timely basis.

· Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

· Act as a champion and ensure staff adhere to The IRC Way: Standards for Professional Conduct.

Others

· Conduct quarterly meetings with Casework, Case Processing, and Cultural Orientation Coordinators quarterly.

· Perform other duties as assigned.

Qualifications

Experience and Competencies: Knowledge, Skills & Abilities

Education

· University Degree: Bachelor’s degree required. Master’s degree preferred.

Work Experience

· A minimum of 5 (five) years of progressive program management experience required.

· Minimum two years people management experience with a multi-cultural staff required.

· Experience in overseeing basic HR, finance and supply chain functions is highly desired.

· Past experience working with USRAP or I-NGOs preferred.

Demonstrated Skills and Competencies

· Proactive, well-organized, flexible, and able to work effectively with partners and colleagues in a fast-paced, multi-cultural environment.

· Able to demonstrate a high level of professionalism while implementing IRC RSC policies and procedures

· Demonstrated ability to manage deadlines and adapt to changing environment.

· Both team and detail oriented and able to think and work independently under pressure

· Solid organizational and program implementation skills with the ability to handle multiple tasks, set priorities, effectively manage time, and meet deadlines.

· Problem-solver adept at providing solutions and responding well in an environment of constant change.

· Comfortable being a proactive member of the senior management team, able to identify and communicate potential problems and solutions.

· Able to review and develop policies and procedures for the department.

· Strong interpersonal skills; able to lead staff and change and productivity in a pleasant work environment

· Familiar with basic HR, Finance and Supply Chain policies, and able to coordinate activities between Program and Operations staff

· Excellent written and oral communication skills including the ability to communicate effectively with colleagues and partners in a cross-cultural environment.

· Service-oriented attitude

· Willing and able to travel both domestically and internationally, including remote locations.

Language and Computer Skills

· Excellent verbal and written English language skills required.

· Working knowledge of a Rohingya language is desirable.

· High level of computer literacy and proficient in MS Office applications (Word, Excel, Power Point, Outlook) is required.

Certificates or Licenses

· Not applicable, unless required by law and/or organization to carry out official duties.

Others:

· Ability and willingness to travel when required.

Standard of Professional Conduct

IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way – Code of Conduct which are Integrity, Service, and Accountability. In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Are you ready to join the most dynamic team?

Working Environment

The position is currently based in Cox’s Bazar. The position requires domestic travel to support delivery of USRAP processing within Bangladesh

The employee is required to adhere to The IRC Way for professional conduct, as well as to be in compliance with all relevant IRC and donor policies and procedures while carrying out job responsibilities.

Apply now

Added 1 year ago - Updated 1 year ago - Source: rescue.org