Inter-Agency Coordination Assistant

Mission and objectivesUNHCR’s main objectives in Poland are to monitor access to territory and reception conditions as well as advocate for an efficient and protection-sensitive asylum system and related policies. UNHCR also aims to improve durable solutions such as local integration opportunities and increase public awareness of refugees and asylum issues. UNHCR works closely with both governmental and non-governmental organisations in Poland to achieve these objectives.

ContextThe Office of the UNHCR was established on 14 December 1950 by the UN General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country (www.unhcr.org). This UNV assignment is part of UNHCR Poland project. Poland’s eastern borders with Belarus, the Russian Federation and Ukraine serve as the European Union’s external boundaries. The country currently hosts over 1 million refugees from Ukraine, in addition to a smaller number of asylum-seekers and refugees from different countries. UNHCR opened its office in Poland in 1992, working with national authorities on refugee-related matters. With the Ukraine emergency, UNHCR has substantially scaled up its presence and operations. It currently has a Country Office and Frontex Liaison Office in Warsaw, three Field Offices in Warsaw, Lublin and Rzeszow, and a Sub-Office in Krakow, with a workforce of nearly 120 national and international staff. The overarching principles guiding UNHCR’s strategy in Poland include: i) localization and centrality of protection, ii) strengthening national systems, avoiding duplication and rationalizing the Refugee Coordination Model (RCM) so that it serves the purpose efficiently and iii) capitalizing on the Global Compact for Refugees (GCR) paradigms to advance the rights of refugees and stateless persons in Poland. As the UN-mandated agency to provide international protection to refugees, UNHCR leads the refugee coordination structure in support of the Government-led response, with the aim to complement, support and strengthen the national response to the refugee crisis, along with ensuring no duplication of interventions and complementarity of action (UNHCR Polska- https://www.unhcr.org/pl/).

Task DescriptionWithin the delegated authority and under the supervision of Inter-Agency Coordination Associate or his/her designated mandated representative(s), the Inter-Agency Coordination Assistant will: • Provide secretarial support to the Inter-Agency unit and sector working groups, including drafting and reviewing meeting minutes, keeping the recipients' list updated, drafting support materials for meetings, organize and provide logistic support including transportation and translation support, disseminate relevant information to an external audience, etc. • Liaise with partners as requested. • Liaise with the information management colleagues for sector updates, checking consistency, providing documents to be posted etc. • Support the sector coordinators in the review and extraction of the reporting of sector partners on activity info. • Support other Inter-Agency functions, including: collecting and disseminating weekly schedules and work plans, organize and maintain IA calendar and other coordination tools, support outreach to partners on issues such as financial tracking, follow up with field offices on weekly distribution schedules and attend IA meetings and/or specific working groups where relevant (including minute taking), etc. • Map funding opportunities for NGOs, and share updated and timely information with partners. • Draft reports for clearance by the supervisor. • Organize and support coordination meetings. • Gather information from UNHCR, partners and media • Support in gathering and drafting content for social media. • Perform other related tasks assigned by the supervisor. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: • As an active UNHCR team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNHCR and its beneficiaries in the accomplishment of her/his functions, including: Partners of the Poland Refugee Coordination Model are well coordinated; Information flow and sharing within UNHCR Poland on Interagency issues are well maintained; • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Competencies and values• Professionalism: demonstrated understanding of operations relevant to UNHCR; technical capabilities or knowledge relevant or transferrable to UNHCR procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNHCR in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNHCR’s mission and vision, as well as to the UN Core Values

Living conditions and remarksWarsaw, the capital and largest city of Poland, has a population of approximately 1.79 million (World Population Review, 2023). It's a vibrant and modern city with a rich history, diverse culture, and a thriving economy. The city offers a diverse cultural landscape with numerous museums, galleries, theaters, and green spaces for leisure and recreation. The climate features cold winters with temperatures below zero and warm summers ranging from 20 to 35 degrees Celsius. Safety in Warsaw is generally good, though occasional exceptions may occur, typical of any urban area. Compared to other European capitals, Warsaw is relatively affordable, attracting tourists and expatriates. Its efficient public transportation network includes buses, trams, and a reliable metro system. The city offers a variety of fresh and affordable food options, and families can find international schools and kindergartens for their children's education. Warsaw has two major airports, Warsaw Chopin Airport and Warsaw Modlin, providing domestic and international flight options. Quality healthcare is readily available through a mix of public and private hospitals and clinics. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. Real estate options in Warsaw are diverse, with recommended neighborhoods like Śródmieście, Wola, Mokotów, and Żoliborz. These areas are well-communicated and offer excellent transportation links, ensuring there's no problem reaching the country office. They provide convenient access to amenities and are ideal choices for those seeking a central and well-connected living environment in Warsaw. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. UN Volunteer entitlements and allowances: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos) and use the entitlement calculator (https://app.unv.org/calculator) for the most up to date information. Monthly Living Allowance (Per month): PLN 8096.66* Entry lump sum (onetime payment) USD: 400 Medical and life insurance: Cigna Private Insurance * Please note that the amounts can vary according to fluctuations in the exchange rate. Leave entitlements: Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified sick leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos An extension may be possible, subject to the availability of funds.