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Open to Internal and External Candidates
Position Title : Senior Project Assistant Compliance (Movements
Operations and Program Integrity and Guidelines) 2 positions
VN No : PLVN23 – 013
Duty Station : Warsaw, Poland
Classification : General Service Staff, Grade G6
Type of Appointment : One Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 5th March 2023
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Context:
Under the general supervision of the Head of Operations, Eurasia, the direct supervision of the Deputy Head of Operations, Eurasia and in close coordination with the USRAP Oversight Officer, the Senior Project Assistant, Compliance (Movement Operations and Program Integrity Guidelines), has the following duties and responsibilities:
Core Functions / Responsibilities:
1. Oversee and undertake compliance activities in Movement Operations, including
activities related to project monitoring and evaluation, training, youth services, project
reporting, project support and/or protection; and undertake activities related to the
implementation of the USRAP Program Integrity Guidelines in Movement Operations in Eurasia region.
2. In close coordination with the Project Manager and USRAP Oversight Officer, assist in the design and implementation of assessments, surveys, and other tools and activities pertaining to the Program Integrity Guidelines. Ensure a high quality of data by confirming accurate collection, entering, maintaining, safeguarding and reporting of data related to USRAP Program Integrity Guidelines elements.
3. Assist in increasing staff’s knowledge of the requirements of the Program Integrity
Guidelines through regular, accurate information sharing, advising Project Managers, answering staff questions, and providing trainings.
4. In coordination with the relevant Project Managers, develop plans to facilitate full
compliance with the Program Integrity Guidelines and address any compliance violations.
IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
5. As necessary, provide technical and administrative support to the Project Managers and USRAP Oversight Officer in identifying and adjusting approaches to compliance with the Program Integrity Guidelines requirements. Support Project Managers and the USRAP Global Team in using the Guidelines information effectively for decision-making.
6. Organize, coordinate and maintain detailed records of documents and activities
pertaining to the compliance with the Program Integrity Guidelines. Compile information and draft, edit and design annual USRAP Program Integrity Guidelines reports.
7. In close coordination with the USRAP Oversight Officer, support monitoring and
evaluation activities for Movement Operations, including, if assigned, planning monitoring and evaluation activities; designing monitoring and evaluation mechanisms, such as surveys, interview protocols and focus group topics; administering surveys, interviews and focus groups; analyzing monitoring and evaluation data; and reporting on data to relevant persons.
8. Oversee and plan training activities for Movement Operations staff members, including serving as a Training Focal Point for the region in close coordination with the RMM HRBusiness Partner. Coordinate with management and staff members to identify training needs within the region; plan, organize and administer trainings; support the delivery of trainings; learn to deliver, and deliver, trainings; report to the HR-Business Partner and Staff Learning and Development (SDL) at HQ on trainings that are held; and contribute as needed to the development of new training packages.
9. If required, oversee protection activities related to vulnerable beneficiaries, such as
children, the elderly, survivors of gender-based violence (GBV), persons with disabilities, lesbian, gay, bisexual, transgender and intersex (LGBTI) persons and other marginalized individuals, including, if assigned, providing training, drafting Standard Operating Procedures (SOPs), tools and reference materials, monitoring implementation of SOPs and tools, providing regular reports on at-risk cases, liaising with colleagues on relevant issues, and analyzing or completing documentation related to youth.
10. If required, administer the Transit Center Youth Services area, maintaining an
environment that is conducive to the education of children and young adults. In this
capacity, provide equal access to all children, arrange for adequate supervision, promote the center through visual materials and announcements, and ensure equipment and materials are available, appropriate, clean and safe for use by children. Create and organize youth-themed recreation times and classes using known curriculum in the appropriate language(s). Identify creative ways to deliver Transit Center-relevant lessons related to personal hygiene, environmental awareness and community health. Work with Transit Center staff members to ensure that special attention to the stocking of items used by children.
11. Maintain and promote the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Deputy Head of Operations, Eurasia or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
12. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA.)
13. Perform other relevant duties as assigned.
Required Qualifications and Experience
Education
• University degree in statistics, business administration/management, economics, or a related field from an accredited academic institution with four years of work experience,
or
• Completed secondary education with six years of relevant working experience.
Experience
• At least 4-6 years of relevant experience (please see above) such as office/business
administration, customer service, record keeping, compliance, monitoring and
evaluation, clerical duties, etc.
• Experience in creating and maintaining computer and paper files;
• Prior experience with tools and strategies for data collection and analysis, and production of reports preferred;
• Experience with USRAP programs;
• Experience with USRAP processing systems, such as WRAPs, MiMOSA, etc.
• Experience working in a multi-cultural setting.
Skills
• Thorough knowledge of English language;
• Strong interpersonal and communication skills;
• Attention to detail and ability to organize;
• Self-motivated, objective driven and able to use own initiative and work under pressure with minimum supervision;
Computer/software literate with good knowledge in Microsoft Office and Adobe
Acrobat;
Language
• For this position, fluency in English is required (oral and written).
• Working knowledge of Ukrainian, Polish and/or Russian is an advantage
Required Values
Inclusion & respect for diversity
• Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual
orientation, political conviction and other differences.
• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
• Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
• Upholds and promotes the Standards of Conduct and Unified Staff Regulations and
Rules.
• Delivers on commitments; manages the organization’s resources reliably and
sustainably.
• Embraces and encourages transparency, balancing this with the need for discretion
and confidentiality as appropriate.
• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
• Does not abuse one’s position and acts without consideration of personal gain. Is
motivated by professional rather than personal concerns.
Professionalism
• Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
• Seeks to raise professional standards in self and others through daily work and
activities.
• Adapts quickly to change and is decisive and versatile in face of uncertainty.
• Shows self-control and persistence when faced with difficult problems and remains
calm in stressful situations.
• Is conscientious and efficient in meeting commitments, observing deadlines and
achieving results.
Required Competencies
Teamwork
• Fosters a sense of team spirit by developing a shared understanding, accountability
and enthusiasm for the team’s work.
• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
• Shares credit for team accomplishments and ensures that the contribution of others is recognized.
• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering Results
• Produces high-quality results and workable solutions that meet clients’ needs.
• Anticipates constraints, identifies solutions and takes responsibility for addressing
critical situations.
• Monitors own and others’ work in a systematic and effective way, ensuring required
resources and outputs.
• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal
counterparts.
Managing and Sharing Knowledge
• Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge sharing across units/departments and ensures that knowledge as captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.
Accountability
• Proactively seeks responsibility in delivering towards the goals of the organization.
• Plans and organizes work with a clear and deliberate focus, ensuring commitments
are easily identified and progress is widely communicated.
• Stands by the actions of team or department, publicly accepting ownership.
• Takes responsibility of own shortcomings and those of the work unit, where applicable.
Communication
• Speaks and writes clearly and effectively.
• Seeks to share information with others, with due respect for diversity and confidentiality of specific sensitive information.
• Listens and seeks to understand without bias and responds appropriately.
• Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
How to apply:
Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV.
Closing Date: 05.03.2023
Only shortlisted applicants will be contacted.
NOTE
NO FEE:
The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.
Posting period:
From 21.02.2023 to 05.03.2023
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