Project Coordinator (Inclusion and AAP)

Position Title: Project Coordinator (Inclusion and AAP)

Duty Station: IOM Ukraine in 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: 03 April 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; 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 Mobility Pathways and Inclusion, 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 a Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the RSC Eurasia. RSC

Eurasia 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 overall supervision of the Project Manager, RSC Eurasia and the direct supervision of the Deputy Project Manager, RSC Eurasia in Warsaw, Poland, the Project Coordinator (Inclusion and AAP) is responsible for inclusion and accountability for affected populations activities for RSC Eurasia.

Core Functions / Responsibilities:

1. Oversee the regional planning and implementation of inclusion and accountability to affected populations (AAP) activities in RSC Eurasia, including ensuring protection, inclusion and AAP standards and guidelines are implemented and upheld; spearheading and managing initiatives that promote meaningful and sustained inclusion of all relevant populations; regularly reviewing and advising on the accessibility of facilities and activities; enhancing accountability mechanisms including complaints and feedback mechanisms (CFMs), and 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 inclusion and AAP activities.
2. In close coordination with relevant USRAP Global, RMM and Protection division colleagues and taking a whole-of-organisation approach towards diversity, intersectionality, and the inclusion of marginalised groups, oversee the implementation and support the continued use of the RMM Protection Mainstreaming in Resettlement and Movement Management principles, the Mainstreaming AAP (MAAP) minimum standards and their associated tools in RSC Eurasia, all tools released by the USRAP IAAP Unit, including those related to activity and facility accessibility and inclusion, and any relevant tools and guidance from the IOM Protection Division.
3. Oversee activities related to the support provided to vulnerable individuals, such as those related to children, older people, people with disabilities, persons affected by gender-based violence (GBV) and people with diverse sexual orientation, gender identity, gender expression and sex characteristics (SOGIESC). Activities include identifying and reporting at-risk cases, initiating and monitoring expedites, acting as the liaison with partners on protection referrals, processing Central Overseas Processing Entity (COPE) cases, providing training on interviewing at-risk persons, counselling minors, ensuring visual materials, case management materials, and other tools are appropriate for a diverse range of individuals, liaising with the USRAP IAAP Unit and IOM protection colleagues on other topics such as data collection and protection, and supporting USRAP monitoring efforts by making connections with relevant organizations to relevant community feedback.
4. Ensure relevant child safeguarding standards are being followed in all activities and premises in the Region. Coordinate the support for Best Interest Assessments (BIA) on children and complete documentation related to refugee minors counselling and arranging the expedition of at-risk cases as needed. In this capacity, oversee the staff supporting screening processes, training such as BIAs and Best Interest Determinations (BIDs), guide staff interactions with beneficiaries, provide guidance on working with minors, produce practical tools and liaise as needed on child protection and other inclusion issues.
5. Manage the performance of complaints and feedback mechanisms (CFMs) in RSC sites in the Region. This includes the regular maintenance of the multiple CFM channels made accessible to the vulnerable populations; structured recording tools for the community feedback; and mechanism to provide individuals with timely responses to their feedback and improve outreach efforts.
6. Act as the primary liaison between RSC IAAP staff and RSC management. Promote clear and positive communication between various RSC Units handling protection, inclusion, and AAP activities by encouraging dialogue between unit supervisors. Collaborate with wider IOM Poland and IOM Poland counterparts on RSC protection, inclusion, and AAP issues. Keep management well informed of achievements and challenges.
7. Prepare and update Standard Operating Procedures (SOPs) and relating tools, prepare and develop reports, presentations, talking points, and briefings on activities for the RSC, IOM Country Offices, Regional Offices, the USRAP Global Management Team, IOM Headquarters, RSC partners and PRM, and oversee or undertake a wide range of special and generally independent projects serving all RSC pillars and remote processing sites, as well as RSC management and IOM Departments that are outside of, but support, RSC Eurasia activities.
8. Oversee the provision of training to RSC personnel on inclusion and AAP topics and monitor the output of the relevant trainings that help the staff increase their knowledge of protection, inclusion and AAP topics through regular, accurate, accessible, and inclusive information sharing that advises both management and personnel and answers questions in a timely manner.
9. Provide technical assistance, guidance, and information on changes to workflows and procedures to staff members in accordance with the START, USCIS, PRM Program Announcements and internal Standard Operating Procedures (SOPs).
10. Coordinate closely with other IOM Units in the Country Offices and Region to ensure that protection, inclusion, and AAP activities are growing more closely aligned between RSCs and other IOM areas of work. Seek to fit RSC inclusion and AAP activities into existing systems and initiatives within the Country Office and Region, rather than duplicating efforts. As necessary, provide support to both management and personnel in identifying and adjusting approaches to protection, inclusion, and AAP issues, including complaints and feedback mechanisms, to align throughout the Region.
11. In coordination with the 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 inclusion and AAP issues as needed.
12. Participate in relevant Country Office and regional meetings related to protection, inclusion, and AAP, ensuring close coordination on participation and information sharing with Country Office management, RSC management, Country Office protection colleagues, other protection-related colleagues in the Region, the USRAP Senior Programme Coordinator (Inclusion & AAP) and the RMM Programme Officer (MAAP). Ensure that the Senior Programme Coordinator (Inclusion & AAP) and the RMM Programme Officer (MAAP) are kept well-informed of activities, regional challenges, locally developed guidance and tools, trainings and other inclusion and AAP activities.
13. 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 to SOPs or codes of conduct by RSC staff members. Support the overall development of RSC Eurasia by suggesting potential improvements to processing activities.
14. 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

• Experience in USRAP, particularly in RSC activities, such as employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, and knowledge of USRAP program implementation, is preferred;
• At least 5-7 years of relevant experience (please see above) in such areas as protection, inclusion, AAP, migrant assistance, refugee resettlement, monitoring and evaluation, diversity, equality and inclusion, social work, etc.;
• Experience planning, facilitating, and evaluating training required, with experience facilitating training in a humanitarian setting preferred;
• Prior experience with protection analysis and/or the production of reports preferred,
• Experience with USRAP programs is preferred;
• Experience with processing systems such as START is preferred; and,
• Experience working in a multi-cultural setting.

Skills

• Proven written and verbal communication skills and ability to effectively communicate with and lead a team;
• Demonstrated proficiency with START;
• Attention to detail and ability to organise;
• Self-motivated, objective driven and able to use own initiative and work under pressure with minimum supervision; and,
• Computer/software literate with good knowledge in Microsoft Office.

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 Dari, Pashto and/or Ukrainian or another official UN language (Arabic, French, Chinese, Spanish, and Russian) 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.