Field Operations Coordinator (National Position)

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. RSC Asia is based in Bangkok, and field office in Mae Sot Thailand, with a sub-offices in Malaysia and Bangladesh.

Job Overview/Summary:

The Field Operations Coordinator is responsible for the provision of efficient, high quality support to the RSC program in Thai camps by working closely with RSC Asia Thailand Departmental Leads/Senior Managers and field Operations teams to ensure that all necessary operational arrangements for USRAP implementation including supply chain, finance and administration etc., for circuit rides (Prescreening, USCIS, Cultural Orientation) are efficiently managed and delivered in a timely manner and in compliance with RSC Asia Standard Operating Procedures (SOP) and policies. The Field Operations Coordinator will also serve as the RSC Asia Thailand representative at high level meetings with internal, external partners and Thai authorities with respect to the USRAP.

Major Responsibilities:

Staff/Field Office Management:

• Communicate with RSC Asia Thailand teams to ensure programs are being implemented according to the schedule outlined in the PRM reports, the logical arrangement/framework and the external agreements

• Maintain open and professional relations with all RSC Asia Mae Sot team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Provide daily supervisory and management support to the RSC Asia Mae Sot field colleagues

• Act as RSC Asia security focal point for Tak and Mae Hong Son province, reporting any RSC related incidents to RSC Asia security focal point and relevant CRRD Field Coordinator.

External Relations:

• Represent RSC Asia at meetings with Thai authorities and external partners on coordination for US refugee processing in. Thailand camps.

• Serve as primary RSC point of contact for Thailand camp commanders, and Thai authorities on issues of refugee Processing and Cultural Orientation (CO).

• Coordinate with head of military services and IOM focal points for USCIS and Prescreening circuit rides (CR) to ensure smooth facilitation through the completion of the CR.

• Coordinate plans for visitors to RSC activities in Thailand camps, following up with CRRD Tak, Mae Hong Son, Ratchaburi and Kanchanaburi operations teams for necessary support and security briefings.

Operational Functions in Mae Sot office:

NIST Compliance Support:

• Support NIST compliance and work closely with the information security team to implement NIST 800-53 for all operations within the RSC Asia Field Office in Mae Sot.

• Assist in overseeing daily operations to ensure adherence to NIST standards and meet PRM requirements.

Finance:

• Ensure the Spending Plan for RSC activities related to Mae Sot field office is completed

• Participate in monthly meeting with finance team and supervisor regarding Mae Sot field Operations Budget to ensure the Mae Sot budget is well managed.

• Oversee the cash projections for RSC activities in Thailand camps and submit to Senior Operations Coordinator for approval and the CRRD Mae Sot Finance team by monthly basis.

Supply Chain:

• Ensure the procurement plan for program implementation in the Mae Sot office is up-to-date and all procurements are on track in compliance with the IRC Standard Operating Procedures (SOP) and policies.

• Manage, monitor, and work closely with IRC operations teams to ensure all RSC services contracts and lease agreements in Tak province are up to date and renewed in a timely manner.

• Conduct purchase request (PR) tracking and noting any significant delays in procurement. Provide analysis and recommendations for improvement to Senior Operations Coordinator for further discussion and action.

• Ensure all procurement records are complete and clearly document every step in the Procurement process according to IRC and donor policies and procedures.

• Ensure Procurement documentation is continually updated to ensure documentation on file reflects the progress of each procurement action.

• Effectively manage suppliers and vendors according to contract, quality, delivery time, value for money, selection system, performance rating (If needed), auditing, etc.

Asset/Inventory:

• Oversee asset movements in the Mae Sot office and ensure reports are completed on a quarterly basis and submitted to Senior Operations Coordinator for further review and discussion.

• Oversee that RSC asset disposal, loss, damage, end of life, certificate of disposal, auction and sale are accurately recorded and in compliance with the IRC Standard Operating Procedures (SOP) and policies.

Admin/Logistics:

• Ensure efficient and timely logistic and administrative arrangements for interviewing space, transportation, travel, file transfers for Circuit Rides, and site visits of internal/external visitors, meeting, and training venues in northern area of RSC program activities in place and in coordination with the IRC Operations team.

• Oversee refugee transport arrangements for RSC program activities in northern camps

• Others as assigned/requested.

Camp-Based Assistant (CBA) Management:

• Ensure efficient management of the camp-based assistants (CBAs) in supporting the RSC in-camp activities.

• Provide supervisory and support to Program Support team in the field for CBA management.

• Monitor and manage RSC CBA Letters of Understanding (LOUs) renewal in Tak and Mae Hong Son provinces.

Site Facility Management:

• Provide supervisory and support to Senior Transport & Site Maintenance Officer.

• Oversee and follow up on maintenance and repair plans of all RSC equipment and sites with CRRD Operations team.

Key Working Relationships:

Position Reports to: Senior Operations Coordinator

Position directly supervises: Senior Transport & Site Maintenance Officer

Management in Partnership (MIP) with Senior Program Support Manager supervises:

– Senior Program Support Officer, MST Office

– Program Support Officer

Indirect reporting: RSC Asia Thailand Senior Management Team

Other Internal and/or external contacts:

Internal: All RSC Thailand Management team and IRC Thailand Operations team

External: US Embassy, IOM colleagues, MOI Stakeholders, Provincial Authorities and Thai Military

Job Requirements:

Education:  

University Degree in any field

Work Experience:

• At least 3 years of relevant professional experience in office and budget management, overseeing field operations and coordination with partners required

• Minimum one-year management experience, managing team performance and projects, required

• USRAP processing or other NGO experience is preferred

• Previous work in a multi-cultural environment is preferred

Demonstrated Skills and Competencies:

• Excellent interpersonal skills: ability to communicate and work effectively and professionally with partners and colleagues in a cross-cultural environment

• Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time, and meet deadlines and work well under pressure in a fast-paced team environment

• Demonstrated flexibility and ability to manage deadlines and adapt to changing environment.

• Service oriented mind and attitude, and the ability to work independently under pressure.

• Problem-solver who takes initiative to provide solutions

• High level of professionalism, integrity, and ability to maintain confidentiality

• Good team player, strong analytical skills and able to think and work independently when needed

• Proven proactive people management and leadership skills, leading a team and promoting productivity in a positive work environment

• Able to manage team’s performance and provide regular effective feedback

• Able to review and develop policies and procedures for the department and proactively suggest areas for improvement

• Able to ensure compliance of policies and procedures by team members; with a professional and constructive attitude

• Able to train in large and small group settings

• Able to travel whenever required, both domestically and internationally

Language and Computer Skills:

• Excellent verbal and written English and Thai language skills

• Computer Literacy – high level of competence in Ms Office i.e. Word, Excel, and PowerPoint, Outlook

• Proven advanced data entry skills with extreme accuracy, attention to detail, and self-checking abilities

Working Environment:

The position is located at the RSC Asia field office in Mae Sot, Thailand. The position will require domestic travel to support Program delivery of USRAP processing throughout Thailand, including to remote border areas. Limited international travel should also be expected. 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 conduct, as well as to be in compliance with all relevant IRC and donor policies and procedures while carrying out his/her duties.

Application Deadline: 8 August 2024