Senior Program Coordinator

Job Description

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 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. RSC Asia is based in Bangkok, Thailand, with sub-offices in Malaysia and Bangladesh.

Job Overview/Summary

The Senior Program Coordinator of the Resettlement Support Center is a senior managerial position responsible for the oversight of IRC’s refugee processing activities in Malaysia.

Major Responsibilities:

Program Delivery

• Act as the primary lead on programmatic tasks including, but not limited to pipeline analysis and projections, program and staff management, and work-planning. Consult regularly with the Head of RSC Office Malaysia on these key programmatic areas, making recommendations for adjustments as needed.

• Ensure that fiscal year processing targets for Malaysia, including prescreening, presentations to USCIS, and departures are met to the best of RSC’s ability.

• Ensure all processing steps are accomplished according to set timelines, as agreed upon by Senior Management.

• Implement, as needed or when beneficial, virtual approaches to programmatic activities.

• Ensure all data entered into START is error-free through staff training, developing quality control measures, etc.

• Develop and monitor the department budgets in coordination with the Head of Office .

• Report to the Head of Office in a timely and thorough way on all programmatic/staff problems, donor/government issues or any other information of concern to the IRC.

• Ensure all work is done in compliance with donor regulations and policies.

Key Partners & Donor Relations

• Ensure quarterly programmatic and statistical information for RSC activities in Malaysia are provided to the Head of Office for preparation and submission to PRM, the Regional Refugee Coordinator and IRC senior management within the region and at HQ. Assist with ad hoc reporting requests as needed.

• Correspond professionally with donors and other processing partners on a daily basis to ensure cases move through the pipeline in the most efficient manner possible.

• Maintain excellent strategic relationships with RSC program partners in Malaysia, including USCIS, UNHCR and IOM. Professionally represent the RSC at meetings with partner agencies.

Assist the Head of Office with HQ and donor monitoring trips, visitor management, including developing itineraries, briefing books, scheduling and presentations.

Human Resource Management, Staff Development & Retention

• Provide daily supervisory and management support to direct reports, including the Casework Coordinator, Case Processing Coordinator, and Program Support Coordinator.

• Identify training needs and recommend development opportunities for Programs staff.

• Review job descriptions to ensure positions are aligned with grant objectives and provide performance feedback on a timely and regular 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.

• Provide leadership support for implementation of and adherence to the IRC Global HR Operating Policies and Procedures

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

Key Working Relationships:

Position Reports to: Head of RSC Office Malaysia

Position directly supervises: Casework Coordinator

Case Processing Coordinator

Program Support Coordinator

Indirect Reporting: RSC Asia Director

Other Internal and/or external contacts:

Internal: Malaysia Operations staff; Thailand Program Coordinators

External: Regional Refugee Coordinator’s office, PRM, DHS, IOM and UNHCR

Job Requirements:

Education

Bachelors’ Degree required, Masters’ Degree in a related field is preferred

Work Experience:

• Minimum of five years relevant work experience with a minimum of 3 years of data management experience required.

• Experience in refugee processing or refugee resettlement preferred.

• Minimum 3 years staff management experience required, including conducting performance reviews. Experience working in a multicultural setting and managing a multi-cultural staff is preferred.

• Experience working in a multi-cultural or internationally diverse workplace required

• Prior work experience in social services, non-profit or NGO environment highly beneficial

• High level program or project management experience required.

• Financial management experience, including preparing and managing budgets, required.

Demonstrated Skills and Competencies:

• Solid organization and program implementation skills with the ability to juggle multiple tasks, set priorities, effectively manage time, work under pressure, respond to urgent requests, and meet deadlines.

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

• Self-starter with the ability to work independently with minimal supervision

• Team player with proven ability to lead and motivate staff.

• Ability to work and travel in complex, insecure environments

Demonstrated ability to manage and adapt to changing environment.

• Client centered and service-oriented mind/attitude.

Language and Computer Skills:

• High fluency in both written and spoken English.

• Working knowledge of a relevant refugee language is helpful.

• High level of computer literacy and proficient in MS Office applications (Word, Excel, Power Point, Outlook) is required. This role requires the ability to create spreadsheets and analyze large amounts of data.

• Ability to type 40 words per minute

Working Environment:

The position is located at the RSC office in Kuala Lumpur, Malaysia and is primarily office based.

The position may require both domestic and international travel to support delivery of USRAP processing throughout the region. A valid passport and the ability to acquire US and other visas, as necessary, is a requirement.

The employee is required to adhere to the “IRC Way” for professional conducts, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

All other employee terms and conditions shall be as per stipulated in the Employment Contract and/or Employee Handbook.

Qualifications