Project Context and Scope:ย
Within the framework of the EU funded project โSupporting protection, transit, repatriation and reintegration of affected eastern partnership citizens and vulnerable third country nationals in the eastern neighbourhood region affected by the conflict in Ukraineโ (hereinafter, referred to as โthe EU-funded IOM projectโ, IOM is supporting the Ministry of Internal Affairs and the General Inspectorate for Migration inย the development of the new General Inspectorate of Migration Informational System. The development of the currently operating Informational System of GIM (previously the Bureau of Migration and Asylum) was initiated in the autumn of 2008, however currently the national institution requires a modern approach in running its internal activities and processes based on international best processes and standards and according to its legal responsibilities entrusted through the enacted legislation.ย
The GIM envisions to implement a business process approach in the functioning of its informational system, with additional sets of services and procedures included, that will require appropriate documentation and description. The system development will be integrated in the broader IT infrastructure of the Ministry of Internal Affairs, will interact with government-run services such as MPass, MSign, MPay, MLog, MNotify, MConnect, Mdelivery, Mpower and is also expected to interact with information systems operated by other national authorities. The newly developed information system is expected to absorb the currently operating Informational Systems of GIM (SS BMA) and the \"SIMBASE\" module for the documentation of asylum seekers and the registration of new foreigners, as well as interconnect with the \"Temporary Protection\", and E-filling modules, as well as any other applications as requested by the beneficiary institution. Furthermore, it is expected that the new information system will adopt a person-centered approach, will implement business processes for processing requests corresponding to the services offered by GIM, will reduce the human factor and contribute to avoiding the human error.
Under the EU-funded IOM project, IOM will contract services for designing, developing, installing and implementing the new information system corresponding to modern technologies and current case management methods, titled the \"Migratie\" Information System. The major activities to be carried out within the project, in support of establishment of the new \"Migratie\" Information System of the GIM will be: the development of a single new information system of the GIM that will aggregate in itself the functionality and data of the systems/modules used at the moment, based on the analysis and description of business processes and functionalities required to deliver services offered by GIM; the development of the necessary functionality for data exchange with external systems; Internal testing, User Acceptance Testing (UAT) sessions and system piloting; training of instructors and administrators; support to national authority for the migration of legacy data from the current system, including harmonization and cleaning of data and dictionaries; providing warranty services.
It is expected that the new \"Migratie\" Information System system will be composed of two main web applications: an Efiling component โ a separate portal that will allow applicants to submit online applications for IGM services and an intranet component - the work portal of the users of the \"Migratie\" Information System through which the requests will be registered and processed, and the data collection and processing and necessary interaction will be performed.
The IT Project Management assistance will be provided during the entire development period. In this context the consultant is expected to provide specific specialized support related to Project Management for the IS development, as well as assist in conceptualizing and implementing other IT related activities and tasks related to the development of the Informational System and the GIM needs. The development of the Information System Migraศie will use a hybrid system approach, combining elements of both predictive and agile methodologies to ensure effective project execution. This integrated approach enables structured phases, such as regulatory compliance and approvals, to follow a predictive framework, while iterative components, like software development, leverage agile principles for greater flexibility andย adaptability.
Organizational Department / Unit: Migration Governance Unit, Immigration and Border Governance
The main objective of this consultancy is to support GIM under MIA through the provision of specialised expertise related to Project Management for the development of complex Informational Systems. For a qualitative delivery of results, the incumbent is expected to make use of best practices, coordinate with relevant counterparts and build synergies.
Under the overall guidance of the IOM Chief of Mission and Programme Coordinator - Migration Governance, and under the direct supervision of Programme Officer/IBG Unit, the incumbent is expected to:
Provide structured technical advice and knowledge to GIM, including through systematizing its input,ย reviewing project documentation, and providing recommendations throughout all project phases;ย Facilitate coordination, communication and information exchange at technical level, support GIM in structuring interactions with the Developer, ensuring effective meetings outputs and alignment of project priorities; Advise on compliance and requirement validation by reviewing and assessing functional and technical requirements to ensure alignment with national regulations, security policies, and operational needs; Monitor project progress and identify risks by tracking project progress, providing structured insights on project performance, flag risks, and advise on mitigation strategies; Advise on testing and quality assurance, by ensuring that testing activities aligning with best practices and contractual requirements by reviewing outcomes and providing recommendations; Review documentation and provide strategic recommendations, by assessing developer-produced documentation and deliverables at each phase, highlighting gaps or inconsistencies, and suggesting improvements; Support knowledge transfer and system sustainability, by advising on training materials, reviewing knowledge transfer strategies, and providing recommendations for ensuring long-term system adoption and scalability; Oversee testing and acceptance, by reviewing testing processes and UAT results, ensuring that outcomes align with defined requirements; Support knowledge transfer and capacity building, by evaluating the effectiveness of training materials and system sustainability plans; Guide handover and post-implementation support, by advising on the completeness of system documentation, ensuring readiness for transition to full operations; Review the initial project plan created by the project team, including timelines, milestones, and resource allocation; Evaluate the project management processes in place, such as communication protocols, risk management strategies, and quality assurance practices; Collect input and draft reports with recommendations for improvements to ensure the project is set up for success; Monitor the configuration and setup of the hybrid system, ensuring that all settings and parameters are correctly configured. Provide recommendations for any necessary adjustments to optimize system performance and functionality; Monitor the pilot deployment of the hybrid system, ensuring that it is implemented smoothly and effectively. Gather feedback from pilot users and provide recommendations for any necessary adjustments before the final deployment. Oversee the final deployment of the hybrid system, ensuring that all functionalities and features are fully operational. Conduct final acceptance testing with stakeholders and provide a comprehensive report with recommendations for any final refinements. Provide specialized expertise for integrating the GIM systems with the government platforms MConnect, MPass, and MLog, ensuring interoperability and compliance with national and international standards; Coordinate and collaborate closely with the E-Governance Agency of the Republic of Moldova to ensure adherence to the national legal and technical framework;ย Selection and configuration of data sets for integration with the EU: Supporting IGM in the selection and configuration of relevant data sets for integration with the European Union's IT systems, in accordance with European standards.ย
Expected Outputs and Deliverables
Nr.
Deliverables
Timeline
ยDeliverable 1
Project Plan and Process Review and Recommendations
Up to one month since contracting
ย
ยDeliverable 2
Incremental Development Phase 1 - Incremental Build 1 Review Report
Up to two months since contracting
ย
ยDeliverable 3
Incremental Development Phase 2 - Incremental Build 2 Review Report
Up to three months since contracting
ย
ยDeliverable 4
Incremental Development Phase 3 - Incremental Build 3 Review Report
Up to four months since contracting
ย
ยDeliverable 5
Incremental Development Phase 4 - Incremental Build 4 Review Report
Up to five months since contracting
ย
ยDeliverable 6
Incremental Development Phase 5 - Incremental Build 5 Review Report
Up to six months since contracting
ย
ยDeliverable 7
Configuration and Setup Review Reportย
Up to seven months since contracting
ย
ยDeliverable 8
Training Plan and Documentation Review Report
Up to eight months since contracting
ย
ยDeliverable 9
Pilot Deployment Review Report
Up to nine months since contracting
ย
ยDeliverable 10
Systems Integration Plan: A detailed plan for integrating the IGM systems with MConnect, MPass, MLog
Up to ten months since contracting
ย
ยDeliverable 11
EU Dataset Recommendations: A document describing the datasets needed for integration with EU systems.
Up to eleven months since contracting
ย
ยDeliverable 12
Final Deployment and Acceptance Report
Up to eleven months since contracting
Education Higher degree (Bachelor or Master) in the field of study related to IT or a related field from an accredited academic institution with relevant professional experience. Experience Strong background with at least 5 years of experience in IT sector; Experience in supporting the development and implementation of complex IT systems, preferably for public authorities;ย Experience working with government products MConnect, MPass, MLog: The consultant must have proven experience in using and integrating these government platforms in the Republic of Moldova; Skills Project management skills: Ability to coordinate activities and resources in a dynamic environment, ensuring timely delivery of solutions; Excellent analytical skills, as well as reporting skills for clear and concise information, including ย recommendations on the basis of analyses; Excellent ability to collaborate with national institutions; Knowledge of European Union standards and IT systems: Experience in selecting and configuring datasets for integration with EU systems, complying with GDPR requirements and other relevant regulations. Personal commitment, efficiency, flexibility, drive for results; Ability to work effectively and harmoniously with counterparts and colleagues from varied cultures and professional backgrounds; Strong understanding of the Moldova context is an asset. Languages Good Romanian command is required. The knowledge of English is a key asset. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. ย Travel required NO Required Competencies ย IOMโs competency framework can be found atย this link. Competencies will be assessed during the selection process. ย Values - all IOM staff members must abide by and demonstrate these three 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 Competenciesย โ 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 Organizationโs 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. Notes Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. 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. IOM covers Consultants against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the consultancy. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Consultants are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. 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. 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:ย IOM Careers and Job Vacancies