National Project Coordinator (FAP)

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the general guidance of the Chief of Mission (COM), the direct supervision of the Family Assistance Programme (FAP) Senior Programme Coordinator in Istanbul (programmatically) as well as Senior National Policy and Programme Office (administratively), the incumbent is responsible for managing the FAP team for the IOM mission in Germany and for the strategic communications and liaison tasks with the German Federal Foreign Office (GFFO) related to operational and organizational matters. 

The FAP began in 2016 and given its success, has been repeatedly extended and expanded and now includes a network of 9 support centres across five IOM regions on behalf of the donor, the German Federal Foreign Office (GFFO).  The programme facilitates the timely reunification of vulnerable migrant families with a person with protection status in Germany and focuses on the top five nationalities with protection status in Germany: Syrians, Iraqis, Afghans, Somalis and Eritreans. This also includes streamlining visa application services for the German family reunification, resettlement, and evacuation caseloads.

1. Responsible for facilitating communication and liaison with the German Federal Foreign Office focal points, including, but not limited to organizational and operational matters, planification of strategic calls and meetings. Support the Senior Programme Coordinator in developing and maintaining a respectful relation with the GFFO, other German government focal points, and other German organizations involved in the programme;
2. Responsible for the overall supervision and coordination of the FAP/VAO Berlin staff in the implementation of the activities related to the GFFO  contractual requirements and relevant Standard Operating Procedures, providing mentoring, support and guidance, as needed, and providing overall support to facilitate high-quality and migrant-friendly service delivery, while ensuring an efficient work environment;
3. Ensure compliance with GFFO contractual requirements, reviewing and evaluating outputs, targets and indicators for the FAP/VAO office in Berlin to ensure meeting contractual service standards and abiding by the standard operating procedures;
4. Monitor the day to day running of FAP/VAO activities in Berlin, which includes providing logistical/administrative support, preparing appropriate paperwork and templates for the project team and any other requests relating to the running of the project, ensuring provision of excellent customer service to beneficiaries at all times, in full compliance with the Service Standards. Ensure compliance with highest level of accuracy of data capture through the FAP case management system, conducting quality and integrity checks and guaranteeing compliance with IOM data protection principles;
5. Responsible for the coordination of all outreach activities for prospective FAP beneficiaries in countries where the project is not implemented. Coordinate with the GFFO Missions in these locations to facilitate timely and dignified services, while providing accurate information about the family reunification visa application procedures to subsidiary protection holders;
6. Responsible for the coordination of the activities of the German speaking FAP staff in all locations across the network to ensure that service level standards are met. In addition, provision of in-person and remote training to colleagues in the network on the implementation of project activities;
7. Undertake field visits to support the creation of new project sites to ensure that all conditions in the project proposal are being met upon opening;
8. Provide the FAP Senior Programme Coordinator with monthly, interim and final project reports, coordinating the input submitted by Team Leaders from each FAP centre. On the basis of data and needs analysis, support the FAP Senior Programme Coordinator in further developing the programme, including the creation of project extension proposals and the development of new funding initiatives; 
9. Ensure close coordination and information sharing to streamline referral procedures and prompt exchange of information about cases process queries regarding the FAP project from the German Federal Foreign Office (GFFO), and other German organizations and individuals working on family reunification;
10. Enhance visibility of the project in Germany by coordinating the Berlin-based outreach activities and by liaising with civil society organizations in Germany working with refugees;
11. Act as focal point for the cooperation with the supplier of FAP’s biometric equipment, negotiating the lease agreement and ensure smooth delivery of the equipment to project locations;
12. Coordinate with project managers and coordinators in the Policy and Programmes Unit to identify opportunities for collaboration and additional funding; 
13. Inform management of any problems or issues immediately and regularly make suggestions on how to improve efficiency and service;
14. Maintain and ensure confidentiality of all FAP-related matters, in accordance with guidelines and instructions;
15. Take active steps to mitigate fraud and malfeasance, and to monitor the integrity of records containing individual data;
16. Supervises and administers subordinated staff members; plans and approves absences of staff; monitors, analyses and evaluates the staff/team performances; provides guidance to the staff members; administers financial resources of the team, and coordinates resource deployment; and,
17. Perform any other duties as may be assigned. Education
    • Master’s degree in Political Science, Migration Studies, International Relations or a related field from an accredited academic institution, with two years of relevant professional experience, preferably in similar roles; 

      or

      • University degree in the above fields with four years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
        • Practical experience of how-to multi-task, prioritize and work independently;
        • Demonstrated experience in effectively leading a team of colleagues of varied cultural and professional backgrounds;
        • Demonstrated experience and knowledge on migration with a focus on family reunification to Germany is required;
        • Previous work experience with national, regional or international public bodies is an asset; and,
        • Demonstrated experience with using reporting tools and writing project reports is required. Skills
          • Knowledge of German institutions and German migration policies is an asset;
          • Demonstrated proficiency with Microsoft Office applications, including Word, Excel, and Outlook, and with Microsoft Dynamics CRM is required; and,
          • Proficiency with other tools used by the project, such as Microsoft Teams, SharePoint and OneDrive, is considered an asset. Languages
            • Fluency in English and German (oral and written)

              Knowledge of other official IOM languages is an advantage. IOM’s official languages are English, French and Spanish.

              Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   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 Competencies – behavioural indicators (Level 2)
    • Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
18. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.