Senior Project Assistant (Project Managment) G6 - Міжнародна організація з міграції (МОМ), Представництво в Україні

Vacancy Notice

 Open to Internal and External Candidates

 Vacancy Number: PLVN23-002

Position Title: Senior Project Assistant (Project Management)

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 : 10 February 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. The International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants.

IOM has been active in Poland since 2002 under an agreement with the Polish government and conducts various migration programs, including activities supporting the integration of male and female migrants into Polish society. IOM in Poland implements projects aimed at the private sector to promote ethical recruitment, respect for the rights of migrants and migrant women as well as the elimination of forced labour from value chains and the prevention of human trafficking.

IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of 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 general supervision of the Project Manager, RSC Eurasia, and the direct supervision of the Project Officer, Project Management, the Senior Project Assistant will provide overall support to the Project Management unit and will be responsible for the following functions:

Core Functions / Responsibilities:

1. Organize the activities of the Project Management unit, RSC Eurasia, including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for the managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances.
2. When required and in close coordination with the Project Officer, Project Management, handle incoming correspondence and documents, including registering correspondence, preparing responses, ensuring the accuracy and correct formatting of outgoing diplomatic and routine correspondence, and translating, interpreting, and drafting correspondence. As requested, prepare presentations.
3. Assist in the management of information, including, where relevant: maintaining a phone number, extension and office number database; maintaining a staff database; updating the staff organizational chart with pillar, unit, title and reporting lines; regularly monitoring staffing data to ensure adherence to job architectures; ensuring the relevant server drives are organized and contain updated Standard Operating Procedures (SOPs), reports and other important documents; and assisting with SharePoint updates and management.
4. Provide liaison and coordination support for all logistical and administrative matters between visitors and responsible IOM Poland, IOM Ukraine and IOM Moldova units and staff, including support in requesting visas, transportation, hotel arrangements and office working
5. Provide liaison support to the managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the
6. Assist with communication between the Project Officer, Project Management, project managers and other units of the IOM Poland, IOM Ukraine and IOM Moldova missions as required, including distributing and/or relaying messages from the Project Management unit to/from mission
7. Assist in coordination with the IOM Poland, IOM Ukraine and IOM Moldova logistics and procurement teams, as well as with other entities such as security colleagues, building management and external service providers, in relation to purchase orders, facility requirements, the construction of new office sites and
8. In coordination with the Project Officer (Project Management), assist with liaison with IOM Poland, IOM Ukraine and IOM Moldova HR team members in relation to recruitment-related matters such as the issuance of vacancy notices, interview panels, interview schedules, selection paperwork and the onboarding and separation of RSC staff members. Communicate with the HR team as needed to clarify questions from the managers.
9. Assist in organizing special events, including IOM-facilitated workshops, seminars, symposia and conferences. In this capacity, handle logistical and administrative details such as completing forms for the finance department, identifying event venues, arranging event materials and technological requirements, preparing and disseminating agendas and event details, corresponding with event organizers, facilitators, speakers and attendees,

communicating about the event within and outside of the IOM mission, and liaising with government and facility officials as needed.

1. As needed, participate in relevant internal and external events related to project activities, including seminars, workshops, meetings and conferences, and represent the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when
2. Provide project development support to the managers, including: collecting, filing and sharing information as requested; reviewing and editing reports, proposals and other documents; reviewing organizational updates and providing key points to management; and liaising between the managers and the Compliance team on special
3. Maintain and ensure the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by staff
4. Perform such other duties as may be

Required Qualifications and Experience

Education

• Bachelor’s degree with four years of working or a related field from an accredited academic institution; or
• Six years of working experience with high school degree.

Experience and Skills

• Thorough knowledge of English;
• Delivers on set objectives in hardship situations
• Ability to use own initiative and work under pressure with minimum supervision
• Strong interpersonal and communication skills
• Attention to detail and ability to organize
• Self-motivated and objective driven

Languages

Fluency in English is required. Working knowledge of Ukrainian and Russian is an advantage.

Required Competencies

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

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies – behavioural indicators

• 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 action 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Other:

This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.

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

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.

How to apply:

Interested candidates are invited to submit their application including a CV and a completed Personal History Form in English.

Please click this link to access Personal History Form (four pages)

Due to the volume of applications received, IOM Poland will not be able to respond to all inquiries about the application status and will only contact shortlisted candidates.

Posting period:

From 03 February 2023 to 10 February 2023

2023-02-03T18:21:44.000 2023-02-10T23:59:59.000 Full time / Повна зайнятість Міжнародна організація з міграції / МОМ