Student Application And Monitoring Sr. Associate

Job Purpose

Acting Application & Student Monitoring Senior Associate at CHANCEN International Rwanda, the primary responsibility will be the students' welfare from the start of their classes until they graduate. This is to better prepare them for the repayment phase.

During the Application Phase will be responsible for conducting different workshops and guardians/guarantors’ meetings, helping the applicants and guardians to sign their contracts with CHANCEN, and properly recording their information into a database used by CHANCEN International Rwanda.

Roles, Responsibilities, and Duties

A. General Roles and Responsibilities

• Plan and execute ISA workshops and guardian meetings, ensuring content and presentations align with organizational goals and engage participants of diverse audiences.
• Monitor content development and presentations for applicants, guardians, and members, ensuring alignment with CI goals, relevance to diverse audiences, and activity objectives.
• Facilitate translation and localization of documents and or content between English and Kinyarwanda, ensuring consideration of audience profile, relevance and clarity.
• Coordinate ISA and Guardian contract signing process between CHANCEN and applicants/guardians, ensuring full compliance with CI standards and legal requirements.
• Monitor the planning and execution of departmental activities, ensuring alignment with broader objectives, effective resource management and the impact of each activity.
• Facilitate the implementation and optimization of technology solutions to enhance departmental efficiency, improve data accuracy and task completion rates.
• Support in the case management of members who have breached CHANCEN’s policies, values, and/or requirements by involving other necessary teams and ensuring that outcomes align with CI mission and values.
• Promote timely and effective interventions and support to students facing academic challenges, ensuring that systems are in place to offer personalized guidance.
• Coordinate and conduct comprehensive trimester activities such as financial literacy sessions and workshops on CHANCEN values.
• Lead end-of-trimester workshops and focus group discussions to assess student progress and gather feedback.
• Oversee the commitment fee calendar, ensuring deadlines are consistently met and inspire an approach for preventing delays to improve efficiency and reduce the number of escalated cases
• Monitor member behavior management by ensuring that all cases related to policy, value and/or requirements breach are addressed in a timely and professional manner.
• Serve as a point of contact for addressing queries and concerns from campus visit and check-in calls, monitor member progress and proactively identify areas for improvement, while leveraging data insights to inform decision-making and drive department enhancements.
• Ensure that incoming and outgoing communication across department channels is clear, timely and professional to the purposes.
• Supervising and coordinating the departmental activities per the supervisor’s assignment.
• Undertake day-to-day tasks assigned by the supervisor to ensure effective task completion and the smooth running of the department.

B. Reporting and Documentation

• Plan and support the implementation of various departmental and portfolio-related activities, managing timelines and resources effectively to ensure all activities are carried out as needed and engage partner education institutions when required.
• Provide comprehensive, timely updates on members and portfolio progress, including monthly, quarterly and activity-based reports by ensuring accuracy and progress statuses through data-driven analysis and stakeholder engagement.
• Assist in preparing requisitions that meet compliance with reporting standards for application and monitoring expenses and track departmental budgets by identifying cost-saving opportunities to ensure proper financial management.

C. Leadership and development

• Support in the onboarding and training of new team members, ensuring that the process and material are aligned to their roles and giving them the processes involved in student monitoring and application management.
• Foster a supportive and inclusive work environment by introducing strategies to promote open communication, cross-portfolio collaboration and recognize team achievements while addressing challenges effectively.
• With the guidance and support of the supervisor, establish clear individual performance objectives, monitor progress through measurable OKRs and document actionable feedback to address areas of improvement and sustain excellence.
• Collaborate with other departments to streamline workflows and create efficiencies in the application and student monitoring procedures.
• Serve as a trusted advisor to the fellow team members by implementing initiatives that drive continuous improvement, enhance operational efficiency and achieve measurable performance targets across all portfolios.
• Monitor assigned tasks and responsibilities by tracking tasks completion rates, identifying potential delays and regularly report on progress and any challenges encountered to the supervisor with actionable insights and recommendations for resolution.

Educational Qualifications

• Minimum Diploma in Business Management, Economics, Statistics, International Relations, Sociology, Education or any other field relevant to monitoring and evaluation
• At least three years of working experience in related fields
• Ability to conduct workshops, run the presentation effectively to large audiences, set & creating the strategies for conducting the cited activities
• Sharp and able to communicate and express effectively to different audiences in both English and Kinyarwanda.
• Ability to handle people effectively and confidently with empathy, understanding, and a helping spirit.
• Interpersonal skills
• Problem-solving skills
• Paying attention to details, very organized and a critical thinker
• High level of integrity/confidentiality and ability to work as part of a professional team
• Computer literacy, especially excellent MS Excel, Word and PowerPoint Presentation skills/ Google suite.
• Good oral and written communication skills; Fluency in spoken and written English and Kinyarwanda
• Willingness and commitment to learn, work and adapt to CHANCEN’s organizational culture

Benefits

• 21 days of annual leave, excluding national holidays.
• Training, learning and development opportunities and financial support for further education.
• Medical insurance/aid coverage and wellbeing initiatives.
• A fulfilling work environment in a supportive and entrepreneurially driven organization with clear, frequent growth opportunities.

Skills Required:

• Economics / Statistics
• Education / Teaching / Training
• Political / Science / Ir
• Sales / Marketing / Business / Management
• Social / Science / Project / Management / Development