Senior Records and Scheduling Officer

Job Description

Background/IRC Summary:

The IRC has a rich history of assisting refugees to apply for U.S. 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. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.

Based in Bangkok with field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout Asia seeking permanent resettlement in the United States. RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.

Job Overview/Summary:

The Senior Records and Scheduling Officer (SRSO) will be responsible for the maintenance of all aspects of the RSC filing systems, including physical documents and electronic case records. They will act as the focal point for non-Malaysia submissions, quality control checks, supporting Records and Scheduling Officers (RSO) on case creation and scheduling for Prescreen and USCIS interviews. Additionally, the SRSO will lead routine audits of existing files to ensure that all records are accounted for. They will review and revise standard operating procedures for file management, security, and implement file check out/check in using the RFID tracking systems. This position reports to the Program Support Manager.

Major Responsibilities:

Create cases from P3, Non-Malaysia and special caseload submissions. Support RSO with case creation for P1 and P2 submissions. Recognize and alert supervisor of any new trends or errors in monthly submissions received. Ensure quality control for monthly case creations as per Acceptance to Program SOP and in line with RSC’s 100% data perfect goal. Ensure physical file maintenance by printing stickers/barcode for newly created cases and replacing worn folders. Ensure neat and tidy case file arrangement in file cabinets, drawers, and compactors at all times. Support RSO with monthly Prescreen interview scheduling according to the scheduling guidelines and in communication with the Program Support Manager and Casework Managers. Support RSO with quarterly USCIS circuit rides scheduling according to the scheduling guidelines and in communication with the Program Support Manager and Casework Managers. Conduct regular quality checks on all types of schedules, call list and reports as per Scheduling SOP in line with RSC’s 100% data perfect goal. Maintain file security by ensuring daily proper lock up and assuring that only authorized personnel enter the file library in line with the PRM Integrity and Compliance Module. Act as focal person for file requests and respond to these requests in a timely and professional manner. Scan files in and out of library every day using RFID System. Send and receive shipments of files and/or documents according to file shipment guidelines. Act as focal point to receive closed Post CIS files, pack and ship them to NRC Storage. Conduct quality checks and shred physical files for Pre-USCIS inactive cases as per the PRM Integrity and Compliance Module requirement. Support monthly case file location audit and submit audit report to relevant staff in timely manner. Act as focal person in tracking any misplaced files during case files audit. Remain informed of changes in RSC processing guidance to ensure work processes are 100% compliant with the most current Standard Operating Procedures (SOPs) Review Acceptance to Program, Scheduling and Library SOP quarterly and recommend process improvements or practice changes. Conduct training and perform quality checks for newly joined staff. Collaborate with other departments and volunteers as required to work on inquiries, preparing stock files, ordering new stationery and other tasks. Other duties as assigned including providing backup for other department responsibilities.

Key Working Relationships:

Position Reports to: Program Support Manager Position directly supervises: NA Indirect Reporting: Program Support Coordinator, Malaysia Senior Program Coordinator, Malaysia Deputy Director, Malaysia

Other Internal and/or external contacts: Internal: IRC Malaysia Staff External: UNHCR, IOM, others as assigned

Qualifications

Job Requirements:

Education: University Degree preferred; OR equivalent to 3 years of relevant administrative work experience.

Work Experience: Minimum 3 year of relevant record management experience within the refugee resettlement processing field is desired. Candidate with previous working experience on database management, record keeping, data entry, scheduling and file management is preferred

Demonstrated Skills and Competencies: Excellent Interpersonal Skills: Ability to communicate and work effectively with colleagues and partners in a cross-cultural, multi-disciplinary environment. Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time, and meet deadlines. Both team and detail oriented and able to think and work independently. High level of professionalism while implementing IRC-RSC policies and procedures

Language and Computer Skills: Proficient in PC use, Microsoft Office Excel & Access, email, and Internet Excellent verbal and written English language skills

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

Working Environment:

The employee is required to adhere to the “IRC Way” for professional conduct, as well as to be in compliance with the Integrity and Compliance Guidelines while carrying out his/her/their duties.

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