Program Support Officer (National Position)

Work Arrangement:

Job Description

Background/IRC Summary:

The IRC has a rich history of assisting refugees to apply for United States resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Since 2005, RSC Asia has resettled over 180,000 refugees to the United States. Based in Bangkok with field offices in Thailand and Malaysia, the IRC Resettlement Support Center (RSC Asia) is funded by the US State Department Bureau of Population, Refugees, and Migration (PRM) to assist persons throughout Asia seeking permanent resettlement to the United States. Responsible for a portfolio of 37 countries, the RSC: 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.

Job Overview/Summary: The Program Support Officer (PSO) based in Bangkok, Thailand is responsible for maintenance of all aspects of the RSC filing systems including physical electronic case records and the case-related documents. The Program Support Officer will manage a day-to-day physical file movement upon both internal and external requests and, ensure the existing files are accurately recorded to system. The Program Support Officer also responsible for case creation of any Thailand and Regional caseload.

Major Responsibilities:

Library:

• Respond to requesters for case files in a timely and professional manner. • Review location of all existing files both in/out of the RSC office regularly and accurately record in the library system and RFID system respectively. • Localize case files, organize, and manage a shipping including packing case files in an appropriate container for transporting files out of the library. • Ensure accuracy of files movement in Bangkok library and that all files are accounted for by using the database and RFID software accurately on a daily basis. • Review, assign and ensure accurate codes in both library and/or the RFID system with accurately corresponding barcode label on each case folder. • Work closely with Reports team to identify existing codes and accurate locations of case files in preparing program reports. • Lock and secure Bangkok library access to ensure security of all case files at all times as well as ensure that only authorized library personnel enter the library and strictly adhere RSC Program Integrity Guidelines Regarding Refugee Case Files. • Maintain systematic files organization, keep case files in their designated locations, and keep the library tidy and clean at all times. • Provide Library rules and regulations for all newcomers. • Record and maintain luggage, padlock’s password be changed every 60 days. • Conduct a case file audit every six-month to ensure accurate movement records and that all files are accounted for.

Case Creation:

• Create refugee cases in START to be submitted and authorized for USRAP processing. • Ensure and update referral documents are completed at the first step of case creation both in physical file and in START. • Prepare and attach refugee package in each new referral. • Ensure adequate stock of case creation supplies is maintained in the office. • Assist to fellow Program Support members as needed. • Perform other duties as assigned by supervisor, in line with the scope of work.

Key Working Relationships:

Position Reports to: Senior Program Support Manager Indirect Reporting: None Other Internal contacts: Internal: All RSC Thailand staff External: None

Qualifications

Job Requirements:

Education: University Degree or equivalent combination of education and experience

Work Experience:

Minimum two years of office administrative experience, library services or record maintenance. Data entry experience is strongly preferred.

Demonstrated Skills and Competencies:

• Solid organization skills with the ability to handle multiple tasks simultaneously and prioritize them effectively. • Ability to work with minimum supervision and meet deadlines. • Proven skills in general office administration and interdepartmental communication. • Excellent decision making, analytical and problem-solving skills. • Excellent computer skills, including thorough knowledge of Microsoft Office, including Word, Excel, Access, and Outlook. • Previous experience with an international company or NGO or the US Refugee Admissions Program is preferred.

Language Skills: Fluency in both English and Thai, oral and written, is required.

Working Environment: The position is located at the RSC office in Bangkok and is primarily office based. The employee is required to adhere to “The IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

Equal Opportunity Employer: IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.