Project Coordinator

Position Title: Project Coordinator

Duty Station: Warsaw, Poland

Classification: Professional Staff, Grade P3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 15 February 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states: Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu

Second-tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to thousands of refugees each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight, and guidance to IOM’s global support to all resettlement programs.

Under the United States Refugee Admissions Program (USRAP), Resettlement Support Centers (RSCs) provide critical support and processing assistance for resettlement to the US. As part of an Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages several RSCs which prepare applications for adjudication by and provide support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitate security and medical screenings, provide information about arriving individuals to resettlement agencies in the US and offer Cultural Orientation (CO) training to individuals departing for the US.

Under the overall supervision of the Project Manager, RSC RSC EURASIA and direct supervision of the Deputy Project Manager, Case Management and Data Integrity, RSC EURASIA, the Project Coordinator will be based in Warsaw, Poland and will have the following duties and responsibilities:

Core Functions / Responsibilities:

1. Provide daily management and supervision of units within the RSC Case Management pillar, including hiring, providing training and technical assistance, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and accurate completion of duties within such units as File Integrity, Program Access, Prescreening, Field Team, Adjudications Support, Scheduling and Pre-Departure Services.
2. Use reports to monitor the RSC EURASIA pipeline and coordinate case management activities throughout the region based on pipeline numbers and mission priorities. Oversee all aspects of RSC EURASIA circuit rides, including preparation, processing locations, interpreters, beneficiary messaging and reporting. Take appropriate action to address processing delays in relation to circuit rides.
3. Act as a liaison between RSC EURASIA and the United Nations High Commissioner for Refugees (UNHCR) on case management activities throughout the region to ensure efficient resettlement processing, and promote clear and positive communication between RSC EURASIA staff members and program beneficiaries.
4. In coordination with the Project Manager and Deputy Project Manager, RSC EURASIA, liaise with external partners, including US Embassy staff, non-governmental organization (NGOs) and UNHCR on processing throughout the EURASIA region. As needed, act as the primary liaison with the US Embassy Refugee Admissions Coordinator(s), Consular Affairs Division and USCIS Refugee Affairs Division officers in circuit ride locations, keeping RSC management well-informed.
5. Collaborate with IOM Mission, IOM Mission and RSC EURASIA counterparts on resource management, processing and case issues.
6. Coordinate relevant statistics for the purpose of generating weekly activity and other reports. Report regularly to Deputy Project Manager and Project Manager, RSC EURASIA on relevant activities, problems and solutions related to the workflow and processing pipeline.
7. Provide technical assistance, guidance and information on changes to workflows and procedures to staff members in accordance with START, USCIS, PRM Program Announcements and internal Standard Operating Procedures (SOPs).
8. Draft Standard Operating procedures for RSC EURASIA and complete site assessment and evaluation trips throughout the region as needed.
9. Represent RSC EURASIA at meetings as needed, including with US and UN officials. Prepare reports, briefings, background information, narratives and statistical reporting as necessary and required.
10. Maintain and ensure the confidentiality and integrity of all RSC-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert the Deputy Project Manager of any non-compliance to SOPs or codes of conduct by RSC staff members.
11. Support the overall development of RSC EURASIA by suggesting potential improvements to processing activities.
12. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Social Science, International Relations, Regional Studies or a related field from an accredited academic institution with five years of relevant professional experience, or;
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in USRAP, particularly in RSC processing activities, such as employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is required.
• Experience planning, coordinating, overseeing and monitoring RSC circuit rides is a strong advantage.

Skills

• Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial and business rules and practices is desirable.
• Sound and Proven written and verbal communication skills and ability to effectively communicate with and lead a team.
• Demonstrated proficiency with START.
• Excellent computer skills and a high level of proficiency in spreadsheet and database applications.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of Ukrainian, Russian, Dari, Pashto and/or another official UN language (Arabic, Chinese, French, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.