Position Title: Project Officer (Case Management) (2 Positions)

Duty Station: IOM Ukraine in Warsaw, Poland

Classification: Professional Staff, Grade P2

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 19 February 2024

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.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states: Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu

Second-tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to 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 United States Refugee Admissions Program (USRAP), Resettlement Support Centers (RSCs) provide critical support and processing assistance for resettlement to the US. As part of an Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages several RSCs which prepare applications for adjudication by and provide support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitate security and medical screenings, provide information about arriving individuals to resettlement agencies in the US and offer Cultural Orientation (CO) training to individuals departing for the US.

Under the general supervision of the Deputy Project Manager, Case Management and Data Integrity, RSC EURASIA, and the direct supervision of Project Coordinator, Case Management, RSC EURASIA, the Project Officer, Case Management will be based in Warsaw, Poland and will have the following duties and responsibilities:

Core Functions / Responsibilities:

1. Supervise daily RSC EURASIA case management activities in the assigned area(s), such as File Integrity, Program Access, Pre-screening, Field Team, Adjudications Support, Scheduling, Pre-Departure Services, or relevant sub-unit(s), including hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of processing activities.
2. Provide technical assistance, guidance, and information on changes to workflows and procedures to staff members in accordance with the Refugee Processing System (START), USCIS, PRM Program Announcements and internal Standard Operating Procedures (SOPs).
3. Act as the primary liaison between RSC processing staff and RSC management. Promote clear and positive communication between various RSC units handling case management activities by encouraging dialogue between unit supervisors. Collaborate with wider IOM country teams and IOM country counterparts on RSC processing and case issues. Keep management well informed of achievements and challenges.
4. Use reports to monitor the RSC EURASIA pipeline and take appropriate action to address relevant processing delays or backlogs. As needed, directly handle urgent and sensitive cases at any stage in the pipeline to ensure they are processed effectively and efficiently.
5. In coordination with the Project Coordinators and Deputy Project Manager, RSC EURASIA, liaise with external partners, including the Refugee Processing Center (RPC) and the United Nations High Commissioner for Refugees (UNHCR) on case processing issues as needed.
6. Coordinate relevant statistics for the purpose of generating weekly activity and other reports. Report regularly to the Project Coordinators and Deputy Project Manager, RSC EURASIA on relevant activities, problems and solutions related to the workflow and processing pipeline.
7. Represent RSC EURASIA at meetings as needed, including with US and UN officials. Prepare reports, briefings, background information, narratives, and statistical reporting as necessary and required.
8. Ensure the data integrity of RSC EURASIA records in the START database. Identify and utilize new tools to improve the quality of information entered into and extracted from START.
9. Maintain and ensure the confidentiality and integrity of all RSC-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert the Project Coordinators, RSC EURASIA of any non-compliance with SOPs or codes of conduct by RSC staff members.
10. Support the overall development of RSC EURASIA by suggesting potential improvements to processing activities.
11. 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 RSC processing activities, such as employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is required.

Skills

• Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial, and business rules and practices is desirable.
• Sound and Proven written and verbal communication skills and ability to effectively communicate with and lead a team.
• Demonstrated proficiency with the Worldwide Refugee Admission Processing System (START).
• Excellent computer skills and a high level of proficiency in spreadsheet and database applications.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of Ukrainian, Russian, Dari, Pashto, and/or another official UN language (Arabic, Chinese, French, Russian, and Spanish) 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

1 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.p df

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 background verification 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.