Description : Project Associate, Case Management, Program Access and Scheduling. Company : IOM Polska. Location : Warszawa, mazowieckie

Vacancy Notice

Open to Internal and External Candidates

Vacancy Number : PLVN 23 054_03

Position Title : Project Associate, Case Management, Program Access

and Scheduling

Duty Station : Warsaw, Poland

Classification : General Service Staff, Grade G7

Type of Appointment : One-Year Fixed Term, with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 30 October 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.

Context:

The United States Refugee Admissions Program (USRAP) operates worldwide to provide
resettlement opportunities to thousands of individuals annually. IOM offers 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.

Under the general supervision of the Project Manager, RSC Eurasia and the direct
supervision of the Project Officer, Case Management, RSC Eurasia, the Project
Associate is responsible for supervising case management activities, with the following
duties and responsibilities:

Core Functions / Responsibilities:

• Supervise up to two teams of RSC Eurasia staff members undertaking 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, including overseeing staff development processes such as 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 case
management activities.

• Oversee the efficient and effective management of refugee case files and medical

records, including, if assigned, the creation of new case files, the distribution, return
and re-filing of case files, the file tracking system, and file scanning and/or travel
packet creation. Ensure the file tracking system is utilized according to established
guidelines. Liaise with other units to ensure open communication and satisfaction with
file integrity services.

• Oversee refugee interviews, if assigned, ensuring appropriate interview techniques

are utilized, refugee applicants are treated with dignity and respect, form fill and
casework procedures are followed, data is entered and verified correctly, and that
other work performed in relation to files is carried out in accordance with established
Standard Operating Procedures (SOPs). As needed, arrange for team members to
undertake duty travel. Liaise with other units to ensure open communication and
satisfaction in relation to the work performed by team members conducting refugee
interviews.

• Oversee the organization and/or scheduling of refugee appointments, including, as

assigned, the creation of ad hoc reports, the creation and updating of schedules, the
issuance of notifications and the confirmation of appointments, interpretation services
and/or the completion of logistical duties related to circuit rides. Liaise with all units
being serviced by scheduling team members to ensure open communication and
satisfaction with scheduling activities.

• In relation to the adjudication of refugee case files, liaise with US Citizenship and

Immigration Services (USCIS) team leaders to ensure they are able to carry out their
work in a manner consistent with their established schedules and guidelines.
Supervise team members providing support to USCIS officers and overseeing daily
adjudications activities, the distribution of adjudications work to team members, the
delivery of briefings for refugee applicants, interpretation during interviews, data entry,
logistical support and notifications to refugees of their results.

• Ensure START is updated in a timely and effective manner with such content as

refugee application data, biographical and other sensitive information such as
interview dates, USCIS interview and fingerprint results, medical data and
resettlement location preferences, and supervise processes being carried out within
and between units, such as program access verification, security checks and
assurances.

• Utilizing reports, oversee regular QC of case files and data in START to ensure the

accuracy of all case information, the RSC’s compliance with all USRAP and RSC
SOPs and that processing pipelines are as short and efficient as possible, with
expedited cases progressing as needed. Proactively address backlogs or pipeline
issues in coordination with RSC management.

• Liaise with other teams and units in RSC Eurasia and with external partners such as

USCIS, the Refugee Processing Center (RPC), panel physicians, the US Embassy
and the United Nations High Commissioner for Refugees (UNHCR). Prepare unit
statistics and report regularly to the Project Officer or RSC management on relevant
activities, problems and solutions related to the workflow and processing pipeline.

• Train other Case Management team members to efficiently and effectively manage

refugee case files, conduct refugee interviews, organize and schedule refugee
appointments, update START, conduct quality assurance of files and case data and
support the USCIS adjudication, and to supervise case management team members
and activities.

• Undertake duty travel as needed to participate in refugee interview and USCIS

adjudication circuit rides, for meetings and for training.

• Demonstrate a comprehensive understanding of the USRAP, SOPs and START, as

well as the ability to remain professional, impartial and unbiased during all interactions
with refugee applicants, colleagues and partners. Develop and implement SOPs as
needed.

• 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.

• Perform such other duties as may be assigned.
  

Required Qualifications and Experience

Education

• High school degree or equivalent with seven years of professional work experience.

• OR

• Bachelor’s degree or equivalent from an accredited academic institution with five

years of professional work experience.

Experience

• Ability to use own initiative and work under pressure with minimum supervision

• Excellent computer skills - Word, Excel and Internet

• Strong interpersonal and communication skills

• Attention to detail and ability to organize

• Self-motivated and objective driven
  

Languages

• Fluency in English is required.

• Fluency in Ukrainian and Russian is desirable.

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.

Managerial Competencies-Behavioural indicators – Level 1

• 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 & building trust: creates an atmosphere of trust and an

enabling environment where staff can contribute their best and develop their
potential.

• Strategic thinking and vision: works strategically to realize the Organization’s

goals and communicates a clear strategic direction.

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:

OR

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

English to: [email protected], 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 14 October 2023 – 30 October 2023