Job Description

Under the overall supervision of the Field LMI Coordinator and under the day-to-day operational guidance of the LMI Outreach Facilitator, the LMI Project Consultant will support the implementation of Labour Market Integration (LMI) activities at field level.
The Consultant will be responsible for providing structured administrative, data management, project monitoring, and beneficiary coordination and communication, and logistical support to workshops and sessions to ensure efficient delivery of project activities.

Responsibilities

Tasks to be performed under this contract: 

  • Conduct outreach to beneficiaries through phone calls, messaging, and follow-ups, and confirm participation in LMI activities.
  • Maintain and regularly update beneficiary contact lists and databases, ensuring completeness and accuracy of data.
  • Prepare and update structured tracking sheets and participant lists for LMI activities.
  • Support registration processes and coordinate communication with participants, including reminders and updates.
  • Assist with administrative tasks and logistics during workshops, training sessions, and other LMI events.
  • Assemble necessary documentation and develop preliminary administrative materials, such as lists, summaries, and reports.
  • Perform basic data verification and identify missing or inconsistent information.
  • Set up and manage both digital and physical filing systems according to the needs of the project.
  • Provide support in preparing information and materials for internal reporting purposes;
  • Flexibility in scheduling and readiness to work beyond standard hours.
  • Readiness to travel within the podkarpackie region, as activities require.
  • Monitor field-level project implementation under supervisor guidance Support project implementation at the worksite.

  • Perform administrative and operational tasks as required.

    Performance indicators for the evaluation of results

  • Beneficiary outreach, registration and participation confirmation (placed on dedicated Project SharePoint) Measure/Target: Outreach and follow-ups completed for assigned caseload; registrations processed accurately; confirmations recorded prior to each activity; reminders/updates sent on schedule (e.g., 24–48 hours before). Means of verification: Call/message logs; registration records; outreach/confirmation tracker; participant lists; attendance sheets.
  • Beneficiary database management and data quality assurance (placed on dedicated Project SharePoint) Measure/Target: Contact lists/databases updated regularly; missing key fields, duplicates, and inconsistencies identified, logged, and corrected in coordination with the supervisor. Means of verification: Database exports; data quality/verification log; supervisor spot checks.
  • Activity tracking maintained and reporting inputs provided on time (placed on dedicated Project SharePoint) Measure/Target: Tracking sheets updated at least weekly and after each activity; participant lists prepared ahead of events; accurate reporting inputs submitted by agreed deadlines and consistent with source records. Means of verification: Tracking sheets; dated participant lists; reporting submissions; reconciliation/spot checks.
  • LMI events supported with effective logistics and complete documentation (placed on dedicated Project SharePoint) Measure/Target: Administrative and logistical support provided for scheduled workshops/trainings; materials and set-up completed before start time; required lists/summaries and preliminary administrative materials compiled accurately and by deadlines. Means of verification: Event checklists; facilitator feedback; attendance sheets; submitted documentation.
  • Project filing system maintained (digital and physical; placed on dedicated Project SharePoint) Measure/Target: Documents filed according to project structure; records retrievable promptly; periodic clean-up/archiving completed in line with project guidance. Means of verification: Folder structure; file register/index; spot checks.
  • Field support, travel and implementation monitoring delivered Measure/Target: Travel within the Podkarpackie region undertaken when required; field-level implementation supported; observations and issues/risks documented and escalated promptly with proposed actions. Means of verification: Travel approvals/records; mission notes; monitoring notes; action/issue log.
  • Flexibility, availability and communication responsiveness Measure/Target: Adjusts schedule and works beyond standard hours when required; responds to supervisor and participant requests within agreed timelines; proactively communicates delays/risks. Means of verification: Workplan updates; timestamps on communications (as applicable); supervisor feedback.
  • Administrative and operational tasks delivered to required quality and timelines Measure/Target: Assigned and ad hoc tasks completed on time and to agreed quality standards; priorities managed effectively and escalations made when needed. Means of verification: Task list; delivered outputs; supervisor sign-off/feedback.

Qualifications

EDUCATION:

  • Graduate degree, preferably in Public Administration, Business Administration/Management, Social Sciences, Human Resources, Project Management, Information/Data Management, or other related fields from an accredited academic institution; or
  • Undergraduate degree, preferably in Public Administration, Business Administration / Management, Social Sciences, Human Resources, Project Management, Information / Data Management, or other related fields from an accredited academic institution, with 2 years of relevant professional experience.

EXPERIENCE 

  • Experience in administrative support, project monitoring task.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
  • Experience in working with databases and structured data tracking tools. 
  • Demonstrates meticulous attention to detail and excels at systematically organizing information.
  • Experience in working with beneficiaries or clients in a service-oriented environment is an advantage.
  • Prior experience with international organizations, NGOs, or public institutions in a multicultural setting is an asset.

SKILLS 

  • Strong organizational and time management skills.
  • Ability to manage routine operational tasks with accuracy and consistency.
  • Basic communication skills for interaction with beneficiaries (phone and email).
  • Demonstrates adherence to instructions and compliance with established procedures.
  • Capacity to handle multiple tasks and meet deadlines.
     

LANGUAGES: 

  • Required: Fluency in Polish (oral and written). Working knowledge of English
  • Desirable: Working knowledge of Ukrainian

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 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

  • 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.
Notes
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. 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.
  3. 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.
  4. 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.
  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.
  7. Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Consultancy (Up to 11 months)
Initial Contract Duration: 7 month
Org Type: Country Office - Sub Office
Vacancy Type: Consultancy
Recruiting Type: Consultant
Grade: UG
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.