Information Management Assistant

Job description

Under the overall supervision of the Head of Sub-office (HoS) in Podkarpacie and direct supervision of the field coordinator, and in collaboration with relevant units. The incumbent will provide specialized support in reporting, analysis, and presentation of information and data in line with IOM policies, standards and commitments.

Core Functions / Responsibilities:

• Formulate Information Management related technical requirements, develop data collection and tracking tools and Standard Operating Procedures in close cooperation with the Programme Support Unit and technical staff, ensuring the internal- and external reporting requirements are met.
• Develop and improve a specific data collection and tracking system in the Podkarpacie region and the Border Crossing Points.
• Provide support to the mission and Programme Support Unit to adapt data collection and tracking tools for other programme units.
• Organize and deliver relevant training for staff and partners on data collection, analysis, visualization, monitoring and internal and external reporting.
• Monitor and oversee data collection and data submission processes by the field team who capture information against relevant indicators and reporting requirements, and provide regular updates on the data collection process.
• Conduct data management activities, including preparing, cleaning, transforming, and ensuring the integrity of the data as well as encoding, storing, and transferring required data to centralized/mission-available databases.Perform other related duties as assigned.
• Conduct data management activities, including preparing, cleaning, transforming, and ensuring the integrity of the data as well as encoding, storing, and transferring required data to centralized/mission-available databases.
• Interpret, analyze and visualize data according to needs; design and create reports with meaningful analysis in compliance with programme standards; and respond to requests for data for internal and external reporting purposes.
• Apply and utilize the technology to ensure proper and appropriate tracking of the services and create tools to conduct compatible monitoring and reporting.
• Training of staff, including data enumerators, to conduct needs assessments and M&E activities.
• Contribute to the development and implementation of monitoring and evaluation tools for the programme. Support the mission and Programme Support Unit by adapting these tools for other programme units.
• Perform such other duties as may be assigned.

Requirements

Education

• University Degree in Communications, Social Science, Computer Science, Information Technology or a related field from an accredited academic institution, with three years of relevant professional experience, or

• Completed High school degree from an accredited academic institution, with three years of relevant professional experience.

Experience and Skills

• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

• Fluency in English and Polish is required. Working knowledge of Russian, and/or Ukrainian is an advantage.

Required Competencies

• IOM’s competency framework can be found at this link (https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/iom_revised_competency_framework_external.pdf)

The incumbent is expected to demonstrate the following competencies:

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• 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

• 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 action and delegated work.

• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other:

IOM is committed to a diverse and inclusive environment.

This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.

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

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.