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Position Title: Project Officer (Project Management)
SVN No: PLVN23 -009
Duty Station: Warsaw, Poland
Classification: General Service Staff, Grade NO-B
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.
IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
Context:
Under the overall supervision of the Chief of Mission and direct supervision of the Head of Operations, Eurasia the successful candidate will be based in Warsaw, Poland and will have the following project management duties and responsibilities in the areas of project support, budget support, reporting, public affairs, event coordination, interpretation management and resources management coordination:
Core Functions / Responsibilities:
Support the Project Manager in project development, implementation and reporting activities, including providing inputs for budgets and project proposals and reviewing and updating USRAP-specific policies in coordination with USRAP and Country Office management.
When requested, assist the Project Manager in monitoring spending across the project region, and flagging areas of under or overspending to Project Management.
Coordinate report drafting and informational materials, including flash reports, updates, surveys, bulletins, factsheets, and dashboards addressing a wide variety of USRAP-related topics. Facilitate collaboration and revision processes to produce high quality, timely, topical, and polished pieces that integrate relevant IOM approaches, policies, and guidelines. Support the production of materials with data visualizations and formatting and, where relevant, work with a designer and/or communications specialist to ensure materials are in line with Organizational branding and professional standards.
Oversee the organization of a wide range of events, including meetings and activities, Country Office-level events, town halls and high-level visits. Manage the production of event-related outputs, including briefs, meeting agendas and minutes, reports, fact sheets, and presentations. Provide coordination support for management and staff visits to other entities and IOM missions, including preparing visit agendas, scheduling appointments, and maintaining relevant correspondence. Where relevant, liaise between Project Managers and with other Project Officers (Project Management) on cross-departmental meetings.
Oversee the identification, recruitment, and training of interpreters for USRAP activities. Maintain a roster of Interpreters with the languages, citizenship, recommendations on further engagement with USRAP and assist with bringing them on board as required for these Country Offices.
Coordinate between Management, the Resources Management Unit(s) (RMU) in the relevant Country Offices in the Region, and other relevant entities to ensure the project is observant of financial, administrative and procurement requirements in line with IOM rules and regulations and that all resources management needs are being met within the project. Ensure procurement-related work is organized efficiently and on time through the preparation and monitoring of Quarterly Procurement Plans.
Oversee staff focused on project management support duties in the areas of project support, reporting, interpretation management and resource management coordination. Hire staff, provide training, technical assistance, and information on changes to workflows and procedures, assign duties, and give feedback on performance on a regular basis to ensure high quality work and accurate completion of duties.
Help identify knowledge gaps and recommend opportunities for the expansion of data collection activities that will contribute to future reports and informational materials.
Oversee the periodic review and update of internal USRAP project administrative workflows and organizational charts to continually track and streamline procedures.
When required, liaise with the USRAP HR Business Partner in IOM USRAP Washington, D.C. and HR units in various Country Offices in the Region regarding the background check process for new and current staff. Alert the Project Manager of any process issues.
Maintain and ensure the confidentiality and integrity of all USRAP project-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert Project Manager or the Senior Project Coordinator (PDA) of any non-compliance to SOPs or codes of conduct.
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 two years of relevant professional experience; or,
University degree in the above fields with four years of relevant professional experience.
Experience
Experience in USRAP, particularly in processing or movement operations activities, such as field support, movements, data processing, employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is essential;
Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial and business rules and practices is desirable;
Strong written and verbal communication skills and ability to effectively communicate with and lead a team;
Demonstrated proficiency with START is an advantage; and,
Excellent computer skills and a high level of proficiency in spreadsheet and database applications.
Languages
Fluency in both written and spoken English
Working knowledge of Ukrainian, Russian and/or Polish 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.
Managerial Competencies
Leadership
Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
Takes sound and timely managerial decisions that are consistent with the Organization’s vision and purpose.
Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
Empowering others and building trust
Delegates appropriately to make the most of others talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
Gives proper credit to others, shows appreciation and rewards achievement and effort.
Strategic thinking and vision
Aligns own actions to the Organization’s vision, values and mandate
Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
Identifies key issues/priorities in complex situations and how they may be related to one another.
Clearly communicates links between the Organization’s strategy and the work unit’s goals.
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.
referring to this advertisement.
Closing Date: 5th March 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 20.02.2023 to 05.03.2023
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