Esther Salamba

Overall function:

The primary purpose of this position was overseeing two Special Caseloads teams (Minors and P3-Family Re-Unification) and ensuring efficient and accurate management of USRAP Minors and P3 processing activities across country offices.

In close coordination with Special Caseloads Management and respective P3 and Minors teams, we tracked gaps and trends to ensure compliance to set processing guidelines. More importantly, we completed training across the organization when knowledge gaps were identified.

Essential duties:

Leadership and Management:

• Actively contributed to Special Caseload's strategic planning and overall goals.
• Tracked implementation of P3 and Minors Policies. Ensuring strict adherence to the set guidelines across country offices.
• Directly supervised two Specialists and In-directly Supervised eight Senior Processing Assistants.
• Provided input on quarterly and/or annual departmental staff and work projections, which contributed to programs annual budget.

Data Management and Analysis

• Built In-system reports for tracking routine tasks and completing quality check. This was primarily geared towards maintaining clean data for the special caseload.
• Conducted pipeline analysis to inform workflows and output.
• In collaboration with the Unit Senior Management, maintained START-In-System dashboards for Minors and P3 caseloads for Kenya office and country offices.
• Coordinated with Data Integrity Team and Country Offices to ensure country office reports are accurately capturing Minors and P3 caseloads data. Further ensured, country specific routines are geared towards maintaining clean data.

Program Administration

• Implemented Special Caseloads management work plans. More importantly, developed quality control measures for the P3 and Minors teams. Put in place reporting mechanism for the same.
• Put in-place a mechanism for measuring performance progress for country offices.
• Tracked (and communicating with country offices) progress towards achievement of established organizational annual goals and objectives.
• Ensured effective quarterly circuit ride planning and coordination for Minors and P3 caseloads.
• Executed Minors and P3 processing related monitoring, observation which included training related travel across country offices.

Compliance:

As a supervisor, I took full responsibility to ensure strict adherence to RSC Africa policies, guidelines and procedures, particularly as they relate to Minors and P3 processing. This also entailed spearheading policy updates, monitoring implementation across country offices and providing training, developing new procedures and implement changes due to these updates.

• Still as relates to compliance, I lead the P3 and Minors Teams to conduct regular process reviews across country offices. This was more to compare requirements, current processing outputs and implement process changes based on the outcome of the process reviews.
• Subsequently, conducted quality checks and job function observations of staff to ensure compliance is met. More importantly, identified areas of improvement and training needs.

My Achievements as a Special Caseloads Supervisor:

Participation in NOFO (Notice of Funding Opportunity) Projections in 2025.

• I completed a projection on how many P3 cases would require DNA Testing in the next three years (2025,2026 and 2027).

Routine tracking for P3 and Minors Pipelines

• In close coordination with P3 and Minors Specialists, I put a structure in place that helped with routine tracking for the two pipelines. Ultimately, this ensures all routine tasks are completed promptly with an overall objective of maintaining a clean pipeline.

Projecting processing timelines for the P3 pipeline with regard to Pre-RAVU Processing Steps.

• Unlike other processing categories, P3 cases had to undergo three Pre-processing steps (Pre-RAVU). In response to a PRM (the funder) ask, I coordinated closely with the Special Caseload Senior Manager to determine/project processing timelines for P3 Pre-RAVU processing steps. Consequently, this was routinely on a monthly basis reported to the implementing partners abroad.

FY25 annual goals

• As a supervisory requirement, I supported my direct reports to come up with individual and Team shared goals. I continually provided coaching to the teams to ensure each staff thrives and achieves the desired professional growth.

N/B

As a leader, I aspire to build a work environment that promotes staff growth. I am intentional on allowing my direct reports room to explore on their skills and talents and encourage them to maximize on their potential.

I view my success through staff growth and progress. When they advance professionally, I count it as my growth and success as a leader.

The primary purpose of this position was overseeing the processing of Family Reunification (Follow to Join) pipeline for RSC Africa. The position was responsible for developing and implementing processing guides for Follow to Join- Refugees

(FTJ-R) across the organization and ensuring strict adherence to guidelines provided by PRM/RPC and USCIS.

Essential duties include:

• Ensured all FTJ-R processing procedures adhere to set guidelines.
• Developed, updated and implemented Standard Operating Procedures for FTJ-R cases.
• Coordinated with other teams to ensure FTJ-R cases are scheduled for interviews.
• Liaised with implementing partners, in regards to FTJ-R case processing procedures and requirements.
• Worked closely with relevant teams to develop statistical reports related to FTJ-R case processing.
• Consulted with RSC Program management to ensure exceptional case scenarios, sensitive and expedite cases are processed in accordance with established policies and procedures.
• Designed and implemented training modules to ensure RSC Program staff (Nairobi, Kasulu, and Pretoria) are fully aware of how FTJ-R processing procedures works in conjunction with RSC interviews.
• Prepared CWS Internal Monthly reports ad shared with U.S Embassy USCIS Field Office Director (FOD) and International, Refugees Affairs Division (IRAD).
• Served as the primary point of contact for general operations Mailboxes.
• Provided direct supervision and leadership to Family Reunification staff, including completion of yearly performance reviews .

Main achievements as a Family Reunification Specialist

• Came up with an FTJ-R turn-around report that tracks gaps and processing delays.
• Smoothly facilitated processing partners monthly meetings.
• Developed a task rotation schedule to ensure all tasks are completed in a timely manner.
• Completed Process Review that was ranked exemplary. This was a comprehensive review of processing steps for FTJ-R cases.
• Developed quality check mechanisms used by my direct reports to complete case and pipeline management.
• Completed New Hire Training and Orientation for Senior Case Processing Assistants who joined my Team.
• Successfully monitored staff work attendance, leave requests, and ensured timely submission of work attendance sheets.
• Participated on recruitment of Case Processing Assistants and Case Workers.

Prior to being promoted to a family Re-unification Specialist, for a period running from Dec 2017 through to Nov 2021, I served at CWS/RSC Africa as a Senior Case Processing Assistant within the Special Caseload Department.

The Primary purpose of this position:

Developed Standard Operating Procedures for the Special Caseload (Family Re-unification cases, Minors and Expedite cases).

• Developed pipeline reports for the Special Caseloads.
• Ran quality assurance reports to ensure the pipeline is well updated. Further, completed case management /provided feedback to staff on identified errors.
• Prepared and shared summary statistics with Senior Management and Authorized Implementing Partners.
• Provided case specific responses to clients and implementing partners with strict adherence to program integrity guidelines.
• Conducted case specific training to RSC Africa staff.

Achievements in this position:

Worked closely with the Case Processing Support Coordinator, Programs to analyze and update the existing Standard Operating Procedures for Follow -To-Join (FTJ-R) Petitions following the new guidelines issued in 2017.

• Worked closely with the Case Processing Support Coordinator, Programs to prepare an FTJ-R Process Review to address the new guidelines.
• Conducted FTJ-R training sessions with staff across the organization to ensure effective management of FTJ-R cases.

In Feb 2017, I was laid off from CWS/RSC Africa following U.S presidential determination to suspend the USRAP program. Prior to this, for a period running from Oct 2013 through to Feb 2017, I served within the organization as a Case Processing Team Leader.

Essential duties in this role included:

• Planning and managing departmental work-load
• Providing oversight to RSC Africa Case Processing Assistants when assigned to special projects, including planning how to tackle the project, identifying reporting parameters and completing quality checks on the work done during the project.
• Conducting all new hire training and ensuring on-boarding targets and objectives are met.
• Working on high level expedite cases.
• Conducting regular quality checks of the Case Processing Assistants' work to ensure that cases are consistently and correctly updated, both electronically and in the physical file.
• Development of Case Processing training procedures and modules as well as assist in their implementation as required.
• Development of Standard Operating Procedures
• Assessing and providing feedback on staff performance following trainings.

Effective Sep 2006 through to Oct 2013, I served CWS/RSC Africa, as a File Library Assistant.

Essential duties in this role included:

• Preparing and Running monthly Audit reports.
• Monitoring the movement of files to ensure accountability in strict adherence to program integrity guidelines.
• Completing staff training on file handling and security.

While in this role, I was recommended for observing and maintaining strict adherence to program integrity guidelines with regard to managing Personal Identifiable Information for the applicants.