Project Associate (Communications)

Job Info

• Contract Type Fixed-term (1 year with possibility of extension)
• Initial Contract Duration 1st January 2025 as expected entry date in the position
• Vacancy Type Vacancy Notice
• Recruiting Type General Service
• Grade G-7

Job Description

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), Resettlement Support Centers (RSCs) provide critical support and processing assistance for resettlement to the US. As part of an MOU between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages several RSCs which prepare applications for adjudication by and provide support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitate security and medical screenings, provide information about arriving individuals to resettlement agencies in the US and offer Cultural Orientation (CO) training to individuals departing for the US.
Under the overall supervision of the Chief of Mission and direct supervision of the Head of Programmes, and in close cooperation with RSC Eurasia Progam Manager, the successful candidate will be based in Chisinau, Moldova and will have the following duties and responsibilities:

Responsibilities

1. Supervise one team of RSC ​Moldova​ undertaking communications activities in an assigned area or areas related to case consultation, the information center and/or public affairs, 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 communications activities.  
2. Oversee the efficient and effective management of communications systems utilized by RSC ​Moldova​, including, if assigned, email management systems, phone systems and online case inquiry systems, walk-in case consultation spaces and applicant waiting areas. As needed, identity system issues and potential solutions to communications challenges. case consultation spaces and applicant waiting areas. 
3. In relation to case consultation, ensure case consultation spaces are as confidential as possible while remaining secure for staff members and that case consultation spaces can accommodate the existing volume of scheduled and walk-in individuals as well as potential influxes. Ensure staff members undertaking case consultation are adequately trained and provide efficient, effective, accurate, clear and courteous information to all individuals. 
4. Oversee the information center, if assigned, ensuring that all communication undertaken by staff members by phone, email, through website(s) and other technological means and, if relevant, in person, are efficient, effective, accurate, clear and courteous. Ensure the information provided by the RSC ​Moldova​ information center is up to date, relevant and accessible to all persons, including to at-risk individuals, and that the staff members providing the information are adequately trained. 
5. Oversee activities related to public affairs, including, as assigned, planning, developing, designing, producing and distributing materials for individuals served by RSC​​, RSC management, IOM, partners and donors, including print, audio, visual and online materials. As required, oversee responses sent to Congressional inquiries made to RSC ​​ about cases.   
6. Ensure START, other relevant databases and case files are updated in a timely and effective manner with communications-related content and supervise communications-related processes being carried out within and between units, including by email and phone. 
7. Utilizing reports and other oversight mechanisms, oversee regular QC of communications-related data in START and other communications tools such as email systems to ensure the accuracy and clarity of information shared with individuals as well as the RSC’s compliance with all USRAP and RSC SOPs. Proactively address communications-related backlogs or other issues in coordination with RSC management.  
8. Liaise with other teams and units in RSC ​Moldova​ 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 National / Project Officer or RSC management on relevant activities, problems and solutions related to the workflow and processing pipeline. 
9. Train other communications team members to efficiently and effectively manage communications activities, update START and other databases accurately and to supervise communications team members and activities.  
10. Undertake duty travel as needed to participate in communications-related activities, for meetings and for training.  
11. 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 applicants, colleagues and partners. Develop and implement SOPs as needed. 
12. 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. 
13. Perform such other duties as may be assigned. 

Required Qualifications and Experience 

EDUCATION 

​​Completed secondary education required 

​Seven years of working experience with secondary education;  

​Five years of working experience with Bachelor’s degree​ 

EXPERIENCE 

​​Experience communicating with legal representatives is an advantage​ 

SKILLS 

​​Strong interpersonal and communication skills  

​Excellent computer skills and a high level of proficiency in spreadsheet and database applications. 

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

​Attention to detail and ability to organize 

​Self-motivated and objective driven 

​Languages  

REQUIRED 

For this position, fluency in English, Romanian and Russian is required (oral and written).  

DESIRABLE 

n/a 

Competencies 

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 - Behavioral 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 - Behavioral 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. 

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. 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.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website:https://moldova.iom.int/ro/cariere