Project Officer (Communications)

Position Title: Project Officer (Communications)

Duty Station: Warsaw, Poland

Classification: Professional Staff, Grade P2

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

Estimated Start Date: As soon as possible

Closing Date: 04 July 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.

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; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Uzbekistan; Vanuatu Second tier candidates include:

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 30,000 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. 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.

Context:

Under the United States Refugee Admissions Program (USRAP), the Resettlement Support

Center (RSC) provides critical support and processing services for refugee resettlement to the US. As part of a Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the RSC for the Eurasia region. RSC Eurasia prepares refugee 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 refugees to resettlement agencies in the US, and offers Cultural Orientation (CO) training to refugees departing for the US.

Under the overall supervision of the Deputy Project Manager (Comp, Comms &CO) and the direct supervision of the Project Coordinator, Communications RSC Eurasia the Project Officer (Communications) will be responsible for supervising daily communications activities and will have the following duties and responsibilities:

Core Functions / Responsibilities:

1. Supervise daily RSC Eurasia communications activities related to case consultation, the information center and/or public affairs, including hiring, providing training, assigning duties, and giving feedback on team member performance on a regular basis to ensure high-quality work and accurate completion of communications duties.

1. Provide technical assistance, guidance and information on changes to workflows and procedures to staff members in accordance with the Worldwide Refugee Processing System (WRAPS), USCIS, PRM Program Announcements, and internal Standard Operating Procedures (SOPs).
2. Act as a contact point between RSC communications staff in the assigned area(s) and RSC management. Promote clear and positive communication between various RSC staff handling communications activities by encouraging dialogue between supervisors. In coordination with the Project Manager, collaborate with wider IOM Ukraine, IOM Moldova, and IOM Poland counterparts on case issues. Keep management well informed of achievements and challenges.
3. Use reports to monitor the RSC Eurasia pipeline and work with management to take appropriate action to address relevant processing delays or backlogs related to communications activities. As needed, assist with urgent and sensitive cases at any stage in the pipeline to help ensure they are processed effectively and efficiently.
4. In coordination with colleagues and under the close supervision of the Project Manager, maintain strong contacts with external partners, including the Refugee Processing Center (RPC) and the United Nations High Commissioner for Refugees (UNHCR) on communications issues as needed.
5. Gather relevant statistics for the purpose of generating weekly activity and other reports. Report regularly to the Project Coordinator, Deputy Project Manager and Project Manager on relevant activities, problems, and solutions related to the communications workflows and pipelines.
6. Under the supervision of the Project Manager, 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 WRAPS database in relation to communications. Identify and utilize new tools to improve the quality of information entered into and extracted from WRAPS.

1. Maintain and promote 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 RSC management of any non-compliance to SOPs or codes of conduct by RSC staff members.
2. Support the overall development of RSC Eurasia by suggesting potential improvements to processing activities.
3. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in International Relations, Social Science, Regional Science 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 communicating with legal representatives is an advantage.

Skills

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

Languages

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

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

The 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, and makes people feel safe, respected, and fairly treated.

Core Competencies – behavioral 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 – behavioral 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 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.