Project Assistant (Case Management)

 

Vacancy Notice

Open to Internal and External Candidates

Vacancy Number : PLVN 23 026_04

Position Title : Project Assistant (Case Management)
Duty Station : Warsaw, Poland

Classification : General Service Staff, Grade G4

Type of Appointment : One-Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible

Closing Date : 06 September 2023

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and
works closely with governmental, intergovernmental and non-governmental partners. The International
Organization for Migration (IOM) is committed to the principle that humane and orderly migration
benefits migrants and society. As the leading international organization for migration, IOM acts with its
partners in the international community to: assist in meeting the growing operational challenges of
migration management; advance understanding of migration issues; encourage social and economic
development through migration, and; uphold the human dignity and well-being of migrants.

IOM has been active in Poland since 2002 under an agreement with the Polish government and
conducts various migration programs, including activities supporting the integration of male and female
migrants into Polish society. IOM in Poland implements projects aimed at the private sector to promote
ethical recruitment, respect for the rights of migrants and migrant women as well as the elimination of
forced labour from value chains and the prevention of human trafficking.

IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to
apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as
first-tier candidates.



Con text:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of
providing resettlement opportunities to thousands of 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 Management Division (RMM), has the organizational responsibility to
provide direction, oversight and guidance to IOM’s global support to all resettlement programs.

Under the general supervision of the Project Coordinator, Case Management, RSC Eurasia, and the
direct supervision of the Project Officer, Case Management, RSC Eurasia, the Project Assistant is
responsible for undertaking and guiding case management activities, with the following duties and
responsibilities:

Core Functions / Responsibilities:

• Undertake case management activities in an assigned area or areas, such as file integrity,

program access, pre-screening, field team, adjudications support, scheduling or pre-departure
services.

• Assist in the efficient and effective management of refugee case files and medical records,

including, if assigned, undertaking such duties as creating new case files, distributing case files,
filing returned files, keeping accurate and comprehensive track of files through the file tracking
system, scanning files and transforming case files into travel packets.

• Undertake refugee form fill interviews for the purposes of recording biographical information,

including, if assigned, accurately completing necessary forms, correctly entering data into
START and other databases, scanning, photocopying, attaching and filing documents,
translating basic documents, and photographing applicants in accordance with established
Standard Operating Procedures (SOPs).

• Assist with the organization and/or scheduling of refugee appointments, including, if assigned,

running ad hoc reports, entering data into schedules in the START or another database,
updating schedules, issuing notifications, visiting applicants in camps and other locations to
relay appointment information, and/or assisting with circuit ride logistics.

• Assist with the adjudication of refugee case files by providing, if assigned, interpretation during

interviews, data entry services, logistical support, and assisting with the notification of results to
refugee applicants as needed.

• Update START with biographical and other sensitive information such as interview dates, US

Citizenship and Immigration Services (USCIS) interview and fingerprint results, medical data,
resettlement location preferences, and, if assigned, activate processes such as program access
verification, security checks or assurances as required.

• Undertake quality assurance checks of refugee files and case data in START as directed by

Case Management team members or supervisors.

• Provide regular reports on work being accomplished to the Project Focal Point, Case

Management, and/or supervisors and team members.

• Undertake duty travel as needed to participate in meetings or training.
• Demonstrate a solid understanding of the USRAP, SOPs, and START and the ability to remain

professional, impartial, and unbiased during all interactions with refugee applicants and
colleagues.

• 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 Focal Point or RSC management of any non-compliance to SOPs or
codes of conduct by RSC staff members.

• Perform such other duties as may be assigned.
  

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience, or:
• Bachelor’s degree in social sciences or related field from an accredited academic institution,

with two years of working experience

Experience and Skills

• Attention to detail and the ability to organize is required.
• Excellent computer skills - MS Office (Word, Excel), database, and Internet are required.
• Strong interpersonal and communication skills are required.
• Ability to work under pressure with minimum supervision is required.

Languages

Fluency in English is required. Knowledge of Ukrainian and Russian is considered advantageous.

Required Competencies

IOM’s competency framework can be found at this link.

The incumbent is expected to demonstrate the following values and 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 1

• 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.

Other:

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,
residency verification, visa, and authorizations by the concerned Government, where
applicable.

How to apply:

Interested candidates can submit their application:

• By sending a CV and a completed Personal History Form (four pages) in English

to: rscrecpl@iom.int, specifying the vacancy reference number and full name in the subject
line (e.g., “PLVN 2023 01 – Jane SMITH”.

Due to the volume of applications received, IOM Poland cannot respond to all inquiries about
the application status and will only contact shortlisted candidates.

Posting period:

From 23 August 2023 – 06 September 2023

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