Project Coordinator (Communications) At International Organization for Migration

Position Title: Project Coordinator (Communications)

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: 10 May 2023

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.

Context:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to 110,000 or more individuals 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. Some 1200 multi-disciplinary staff members work in support of the USRAP which has an annual budget in the range of USD 340 million. 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), the Resettlement Support

Center (RSC) provides critical support and processing services for resettlement to the US. As part of an MOU between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the Resettlement Support Center (RSC) for European Economic Area, the European Union and NATO region. Resettlement Support Center (RCS) prepares applications for adjudication by and provides support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitates security and medical screenings, provides information about arriving individuals to resettlement agencies in the US and offers Cultural Orientation (CO) training to individuals departing for the US.

Under the general supervision of the Project Manager, Resettlement Support Center (RSC) and the direct supervision of the Deputy Project Manager (Compliance, Communications, and Cultural Orientation) the successful candidate will be based in Warsaw, Poland and will have the following duties and responsibilities:

Core Functions / Responsibilities:

1. Provide daily management and supervision of RSC staff in direct contact with program beneficiaries in relation to program applications and inquiries, providing training and technical assistance, assigning duties and giving feedback to staff members on their performance on a regular basis.
2. Identify applicants in the USRAP who are most at risk, sensitive or high profile and track and follow their cases to ensure appropriate action and expedited treatment is undertaken by Resettlement Support Center (RSC) and internal and external partners.
3. Liaise directly with program beneficiaries when needed, including answering routine queries from and following up with high-profile, sensitive and at-risk cases that have been assigned expedited processing status.
4. In coordination with the Project Manager and Deputy Project Manager, Resettlement Support Center, liaise directly with internal and external partners as necessary, including the United Nations High Commissioner for Refugees (UNHCR), the Bureau of Population, Refugees and Migration (PRM), US Embassy representatives, other US government representatives and legal representatives, responding to sensitive or high-profile inquiries related to expedited or at-risk program beneficiaries.
5. Ensure communications with program beneficiaries are accurate, efficient, timely, sensitive and compliant with program guidelines by monitoring incoming and outgoing communications, reviewing templates in Ukrainian, Russian, Dari, Pashto and English, creating and implementing information campaigns as necessary and troubleshooting backlogs or other communication issues as needed.
6. Improve beneficiary access to information, efficient responses and efficient application and case processing by identifying gaps and delays in communication systems and program steps and responding to those gaps and delays by enhancing existing communication tools, such as the web site, correspondence software and the telephone switching station, or identifying and implementing better communication tools, including those that can automate program tasks.
7. Regularly create and maintain situation reports on country and regional conditions, including specific information about threats by various actors operating in the region, for use by the Project Manager, Deputy Project Manager, Senior Project Officers, Project Officers, Project Associates and other staff members assessing the risks posed against program beneficiaries.
8. In accordance with changes to program activities and guidelines, as well as improvements made to communications-related activities, regularly update Resettlement Support Center (RSC) Standard Operating Procedures (SOPs) on communications, and ensure staff members working on case intake and information center activities are fully trained on all communications SOPs, including additions and alterations.
9. Collaborate with Resettlement Support Center (RSC) counterparts on case issues while being aware of relevant program rules, guidelines and procedures for all program activities, including case intake, prescreening, USCIS support and out processing.
10. Maintain and ensure the confidentiality and integrity of all Resettlement Support Center(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. Represent Resettlement Support Center (RSC) at meetings as needed, including with high-level US and UN officials. Prepare reports, briefings, background information, narratives and statistical reporting as necessary and required.
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

• Supervisory or management experience within the USRAP, particularly in relation to RSC activities such as communications, case intake, prescreening, USCIS support and out processing;
• Experience working with high-profile, at-risk and sensitive program beneficiaries, and experience with expedite systems;
• Call center experience, or experience working with innovative communication systems and tools;
• Excellent computer skills and proficiency in spreadsheet and database applications;
• A background in journalism and/or working with the media is an asset.

Skills

• Demonstrated proficiency with the World Wide Refugee Admissions Processing System (START);
• Sound knowledge of program implementation and familiarity with IOM’s administrative, financial and business rules and practices;
• Delivers on set objectives in hardship situations;
• Effectively coordinates actions with other implementing partners;
• Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives

Languages

IOM’s official languages are English, French, and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of Russian and Ukrainian 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

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.pdf

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 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.