Senior Programme Assistant

Job description

Under the direct supervision of the Programme Coordinator and overall supervision by the IOM Chief of Mission in Poland, the successful candidate will be responsible for in the implementation of the Integration, Labour Migration and Human Development Programme (LHD) activities in Poland. The Programme Assistant will be responsible for the implementation of the activities aiming at facilitating migrant integration, including activities increasing awareness on foreigners’ rights and obligations in Poland and other migration related issues.

Core Functions / Responsibilities:

• Coordinate IOM Infoline Team and provide on-job training to the new Infoline staff.
• Provide information to migrants and employers and respond complex inquiries via Infoline MIGRANT.INFO on migration-related matters, in particular rights and obligations of foreigners in Poland, and keep track records of assistance provided.
• Monitor the Polish and EU legislation changes related to enter into Poland, stay and work of foreigners in Poland and provide updates to the relevant units on upcoming changes.
• Provide face to face legal assistance to migrants, manage cases of vulnerable individuals, keep track records of assistance provided.
• Maintain, periodically update and further develop the information portal for migrants and employers run by IOM and IOM website.
• Provide presentations and trainings on legal framework of stay and integration of foreigners in Poland during meeting and events organized by IOM.
• Liaise with relevant governmental institutions, embassies, consulates and other IOM country offices and other stakeholders in relation to LHD Programme and IOM emergency response.
• Cooperate in with relevant local and governmental institutions in implementation of projects and activities in relation to LHD Programme and emergency response.
• Prepare information and promotional materials on the LHD Programme to be used by the Infoline, the information portal for migrants and employers, IOM website, and IOM social media channels.
• Contribute to meetings and conferences; maintain effective liaison and coordination with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project.
• Identify and document good practices and lessons learned; contribute to the development of Standard Operations Procedures (SOPs), policies and concept papers and support the development of new projects.
• Prepare correspondence, briefing notes, presentations, narrative reports; ensure reports are prepared and submitted in a timely manner.
• Assist in recruitment, supervise and provide guidance and training to the Infoline Team.
• Coordinate promotion of activities undertaken by the LHD Programme.
• Prepare the project reports and other project documents.
• Assist in development of the project proposals on migration-related matters.
• Implement other relevant activities within the Programme.
• Perform such other duties as may be assigned.

Requirements

Required Qualifications and Experience

Education

• Master’s degree in Social Science, or a related field from an accredited academic institution with a minimum of four years of relevant professional experience; or
• High school graduate with six years of relevant professional experience.

Experience and Skills

• At least two year experience in providing information assistance to foreigners on legal matters;
• At least two year experience in project implementation;
• Experience in writing publications, reports and project proposals;
• Experience in delivering presentations and trainings;
• Experience in implementation of an information campaign.
• Excellent knowledge of the legislation and procedures related to legal stay and work of the foreigners in Poland;
• Very good communication and interpersonal skills;
• Excellent writing skills including ability to provide information in clear and consistent way;
• Excellent analytical skills;
• Excellent organizational skills;
• Ability to work under time pressure and meet deadlines.

Languages

Fluency in Polish, English and Russian is required (oral and written). Knowledge of Ukrainian is desirable.

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 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 action 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 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.

Other:

Special Short-Term Ungraded Contract

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.