Project Support Officer -NOB [Poland]

 

VACANCY NOTICE

Position Title : Project Support Officer
SVN No : EXT PLVN23 -035
Duty Station : Warsaw, Poland
Classification : General Service Staff, Grade NO-B estimated salary

(PLZ 210,800 Per Annum)
Type of Appointment : One Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible



Closing Date : 25th May 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 Regional
HA P Coordinator the successful candidate will be based in Warsaw, Poland and will have
the following duties and responsibilities in the areas of project support, budget support,
re porting, public affairs, event coordination, interpretation management and resource
management coordination.

Core Functions / Responsibilities:

1. Support the RHAPC 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.

2. When requested, assist the Project Manager in monitoring spending across the
project region, and flagging areas of under or overspending to RHAPC.

3. 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.

4. 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,

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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 RHAPC and with other CMHO on cross-departmental
meetings.

5. 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.

6. 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.

7. 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.

8. Help identify knowledge gaps and recommend opportunities for the expansion of
data collection activities that will contribute to future reports and informational
materials.

9. Oversee the periodic review and update of internal USRAP project administrative
workflows and organizational charts to continually track and streamline procedures.

10. 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 RHAPC of any
process issues.

11. 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 RHAPC or the CMHO of any non-compliance
to SOPs or codes of conduct.

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 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.

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Languages

• Fluency in both written and spoken English

• Working knowledge of Russian, Ukranian and/or Polish is an advantage
  

Required Values

Inclusion & respect for diversity

• Celebrates diversity in all its forms

• Shows respect and sensitivity towards gender, culture, race and 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 from different backgrounds and
orientations.

• Promotes the benefits of diversity; values diverse points of view and demonstrates

this in daily work and decision making.

• Proactively addresses any prejudice, biases and intolerance in the workplace.

• Actively contributes to creating and maintaining a safe, harmonious, and respectful

working environment free from all forms of discrimination, harassment, (including
sexual harassment) and abuse of authority

Integrity & transparency

• Upholds and promotes the United Nations Charter, IOM’s Standards of Conduct and

Unified Staff Regulations and Rules.

• Delivers on commitments; manages the Organization’s resources honestly, 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

behavior.

• Does not abuse one’s position and acts without consideration of personal gain. Is

motivated by professional rather than personal concerns.

• Respects the principle of independence and neither seeks, nor accepts, instructions

from Member States.

Professionalism

• Demonstrates professional competence, mastery of subject matter and a willingness

to improve knowledge and skills.

• Seeks to raise professional standards in oneself and others through daily work and

activities.

• Is cognizant that taking certain courses of action may threaten the reputation of the

Organization.

• Shows self-control and persistence when faced with difficult problems; remains calm

in stressful situations.

• Is conscientious and efficient in meeting commitments, observing deadlines and

achieving results.

• Has a commitment to professional development.

Courage

• Does the right thing, even in particularly challenging and difficult situations.

• Shows resilience and respect in the face of adversity.

• Is decisive and versatile when faced with uncertainty and adapts quickly to

change. Is prepared to take calculated risks to achieve the objectives of the
Organization.

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• Willing to speak up to protect others when misconduct or wrongdoing occurs.

• Is able to provide honest and constructive feedback to peers, direct reports or a

supervisor.

Empathy

• Is able to stand in another person’s shoes and consider a situation from another

perspective, even if one doesn’t agree with it.

• Supports and relates to others; actively seeks to emotionally understand what

other people may be feeling.

• Is fully present when working with others, actively listening and engaging.

• Encourages collaboration through a willingness to consider multiple perspectives

and opinions.

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.

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• 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.

• Tailors communication style to suit audience.

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

• Delegates appropriately to make the most of other’s 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.

• Gives proper credit to others, shows appreciation and rewards achievement and

effort.

Building trust

• Creates an atmosphere of trust and confidence in which others can talk and act

without fear of repercussion.

• Ensures fair and equitable access to flexible working opportunities.

• Remains authentic and approachable in difficult situations.

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.

Humility

• Shows a high level of self-awareness, admitting own weaknesses and

shortcomings.

• Demonstrates openness to constructive feedback and receives it without

retaliating or becoming defensive.

• Leads with compassion.
  

Other

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

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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 with a completed Personal History Form IOM Personal History Form.xls
(live.com) (four pages) in to the email address smukrmhdopsrecpl@iom.int referring to this
advertisement.

Closing Date: 25th May 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 20.04.2023 to 04.05.2023
From 11.05.2023 to 25.05.2023

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