Program Support Officer

Based in Bangkok with four field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout East 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 Program Support Officer (PSO) is responsible for assisting the administrative needs of the overall Program Support department, including assisting in meeting daily scheduling and administrative support needs for the Malaysia Cultural Orientation (CO) team. The PSO will take the lead in monitoring the quality control of CO related data in the Worldwide Refugee Admissions Processing System (WRAPS) and will liaise closely with the CO Manager – Malaysia in devising and maintaining schedules and related documentations. The PSO will additionally be responsible for supporting the Interpreter Services Manager with administrative tasks. This position will also liaise with the RSC Malaysia Program Coordinator – Program Support, the Regional CO Coordinator, and the Supply Chain and Finance departments as appropriate. This position reports to the RSC Malaysia Program Coordinator – Program Support.

Major Responsibilities:

Cultural Orientation

• Oversee CO session scheduling including classroom utilization, staff and volunteer allocation and meal orders, in close coordination with the CO Manager and Senior CO Trainers
• Ensure the accurate maintenance of Worldwide Refugee Admissions Processing System (WRAPS) database records including CO scheduling, list generation, post-CO data entry, and quality control
• Maintain and distribute a monthly CO Calendar that includes class types, duration, trainers, observation dates, off training days and topics, and any visitors
• Maintain physical and electronic administrative records related to CO including class schedules, call lists, and other related documents
• Provide general administrative support services for CO staff in Malaysia, including raising routine purchase requests for program supplies and materials
• Assist with disbursement and related records oftransportation reimbursements to CO participants
• Assist with the preparation of statistical reports and narrative program reports for submission to the CO Coordinator and other RSC Senior Management on a monthly and/or ad hoc basis
• Conduct regular inventory checks of CO supplies and maintain appropriate stocks of all CO resources inclusive of internally produced materials and those from external partners such as those made available via the Cultural Orientation Resource Exchange (CORE)
• Communicate as needed with partner agencies, including the UNHCR and IOM
• Maintain close contact with the CO Program Officer in Thailand, and provide back-up support as needed
• Maintain a current understanding of the overall US Refugee Program and the resettlement issues related to CO
• Perform other duties as assigned

 Interpreter Services

• Assist with tracking daily attendance for all volunteers, including processing of leave forms. Files all attendance related documents into respective interpreter’s personal files
• Provide general administrative support (requests, time sheets, scheduling) related to volunteers assigned to CO as well as general coordination support for volunteers assigned to CO, Case Processing, and Inquires & Outreach
• Assist with tracking and monitoring interpreter observations, working with the staff interpreters and other RSC Program staff to ensure regular observations of all volunteers
• Support the Interpreter Services Manager in planning and preparing trainings for all volunteers annually
• Liaise regularly with the Childcare Providers regarding supply stocks, and obtain necessary replacements from the Supply Chain department
• Perform other duties as assigned     

Working Environment:  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 out his/her duties.

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

IRC is an 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 or disability.

 Candidates should have the right to work in Malaysia or existing work authorization