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KE – Senior Compliance Coordinator

Essential Duties:

 Compliance

  1. Ensures all refugee case processing functions within the Compliance Department strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines and procedures.
  2. Oversees the development, implementation, dissemination and monitoring of standard operating procedures (SOPs) for processing of refugees eligible for the US Refugee Admissions Program in sub-Saharan Africa.
  3. Identifies and assesses areas of significant compliance risk in Programs, and coordinates with management to design and implement corrective plans.
  4. Reviews new products, systems, or processes to ensure compliance.
  5. Conducts regular checks of Programs activities to ensure they are in line with policy, and conducts necessary follow up or investigation.   
  6. Develops, implements, and maintains internal monitoring policies and procedures in accordance with local and international best practices.
  7. Manages and reports compliance breaches and exposures.
  8. Conducts ad hoc investigations into identified or reported risks.
  9. Supports various departments and builds their capacity on compliance matters.
  10. Ensures complete, accurate, and timely information is reported to Management, funders and partners in line with legal and contractual regulations and standards.
  11. Oversees development, operation and maintenance of complaint and fraud reporting mechanisms in line with relevant regulations and standards.
  12. Leads regular departmental process reviews to compare requirements vs. current processing and outputs.
  13. Monitors policy changes, identifies effects of such changes on the department’s internal SOPs and workflow, and ensures effective implementation of policy updates.   
  14. Conducts job function observations of Compliance staff to ensure compliance is met and identifies areas of improvement or training needs.  
  15. Oversees effective planning, coordination, execution, and monitoring of Compliance Circuit Rides (CR), including timely communication to external and internal partners, updating of CR reports and tools (partners report and CR portal), and timely dissemination of trip reports.  
  16. Facilitates DNA testing for P3 applicants as needed.   

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 Data Management and Analysis

  1. Ensures that all RSC Africa Compliance activities are completed in an efficient and effective manner and reflect USRAP priorities for Sub-Saharan Africa.
  2. Oversees the development and maintenance of departmental reports and quality control (QC) checks. Ensure reports are accurate and efficient.  
  3. Develops annual/monthly projections to inform Programs Division priorities, with a focus on Compliance activity.
  4. Develops and implements department-specific pipeline analysis reports to inform workload and staffing projections, and to anticipate future workloads.
  5. Coordinates with other Programs departments, as needed, to efficiently allocate staff resources; and collaborates with other Programs departments for improved processing efficiency across the division.
  6. Establishes and maintains effective communication systems regarding data within the department and other program departments.

 Representation 

  1. Maintains effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
  2. Ensures partner communication from the Compliance Department is professional, timely and proactive.
  3. Occasionally travels to field sites to meet with RSC Africa/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
  4. Champions CWS policy, procedures, and organizational culture to Programs staff, and contribute to Programs Division strategies for ensuring staff fully understand and abide by CWS policies.
  5. Ensures Compliance staff are professional when representing CWS/RSC Africa to refugees, partners, the funder and colleagues.

 Performance Management

  1. Provide direct supervision and leadership to the Data Integrity Manager, Program Integrity Manager, Systems Solutions Champion, and Training Manager, including yearly performance evaluations, monitoring professional development, and coordinating leave.
  2. Oversees the development and implementation of training modules for Compliance staff, in coordination with Programs Management, and ensures that staff receive all necessary training on different aspects of refugee processing.
  3. Oversee that QCs are being conducted and feedback is being provided to staff and/or other departments.
  4. Ensure coaching, mentoring, feedback and corrective action plans are being carried out across the department.
  5. Ensure establishment of performance expectations and communication, on-boarding and training. 33. Develop departmental performance management systems, in coordination with Programs Management, that support consistency in work outputs.
  6.  Maintain accurate and current job descriptions for the Compliance Department.

 Staff Care

  1. Ensure a safe, healthy and professional work environment.
  2. Oversee the process of ensuring staff’s well-being while in the field.
  3. Ensure direct reports are accessing and using their benefits appropriately including leave.
  4. Actively support staff by promoting safe space, open-door and the escalation policy.  
  5. Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.  
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 Program Administration

  1. Oversees development of work plans, their implement and reporting for Data Integrity, Program Integrity. Library, START, and Training Units.   
  2. Develops annual plans for Compliance Department and closely monitors and tracks progress towards achievements of established annual goals and objectives.  
  3. Coordinates the deployment of Compliance staff and resources to ensure timely flow of cases, in coordination with Programs Management.  
  4. Determines annual departmental staff modelling, and quarterly travel projections, which contribute to Programs annual budget.
  5. Manages Programs Division inputs to human resources activities for all Compliance staff, including hiring, evaluations, leave management, and disciplinary actions.  
  6. Oversees the use of the budget as it relates to Compliance and monitors effective and appropriate use of resources across the department.
  7. Ensures effective circuit ride coordination with logistics, finance, and security including travel projections, site clearances, security updates, news from the field, expense reports and financial management.

This position also undertakes other duties as assigned by CWS/RSC Africa Management.

Qualifications:  

Experience:

  • 10 years of paid work experience is required.
  • 5 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action and directing day to day work is required.
  • Demonstrated management experience with a refugee serving/processing agency(s) preferred.
  • Previous experience at RSC preferred.

 Skills:

  • Thorough knowledge and comprehensive understanding of the US Refugee Admissions Program and START database.
  • Detailed knowledge of case processing SOPs and the role of START in case processing.
  • Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
  • Strong English communication skills, both oral and written.
  • 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.

Abilities:

The senior Compliance Coordinator must have the ability to

  • 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;   
  • Analyze 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.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Education & Certifications:  

  • Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a Bachelor’s Degree required.  
  • Master’s Degree preferred.

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