ICT Engagements Coordinator (Warsaw, 50% remote) – EU Public Institutions

ICT Engagements Coordinator (Warsaw, 50% on-site, 50% remote) – Frontex

Profile: ICT Engagements Coordinator in support of the Digital Operations Sector. ICT infrastructure coordination, ICT Initiative and engagement coordination, stakeholder and supplier engagement, service transition. Level Advanced.

Place of performance: Frontex Headquarters – 50% on-site, 50 % remote.

Duration of the mission: 48 months.

Security Clearance: Not required.

Minimum level of education: Level 6.

Minimum English language skills: B2.

Minimum IT relevant experience: 5 years (3 years in relevant roles).

Award Criteria: 50% Price / 50% Quality.

Minimum required scoring for interview: 70%.

Rate: Flexible. The rate offered depends on the candidate’s level, in accordance with the European public grading system. Further details are available upon discussion.

· NWH: 220days x 4 years.

· EWH: 10days x 4 years.

Required technical certificates:

At least 1 certification is required among:

· PM² or an equivalent certification.

· PRINCE2 or an equivalent certification.

· PMP or an equivalent certification.

· Or equivalent certification recognized internationally (subject to acceptance as a valid credential by the Contracting EU-I).

Knowledge and Skills

· [1] Strong knowledge of ICT project lifecycle, governance and delivery methods, including PM² or equivalent.

· [2] Good understanding of ICT infrastructure domains, including networks, data center/cloud, databases, identity and access management, workplace services, monitoring and operations.

· [3] Good knowledge of planning and control tools: schedules, milestones, action, decision, dependency and change logs.

· [4] Good understanding of ICT service management, change, operational readiness and transition to service.

· [5] Good knowledge of stakeholder, supplier and contract coordination in an ICT environment.

· [6] Ability to translate business needs into clear technical coordination actions, scope, deliverables and acceptance criteria.

· [7] Strong analytical, organisational and problem-solving skills, with the ability to manage several priorities.

· [8] Excellent communication, facilitation, reporting and documentation skills; proactive and able to work effectively with technical teams, managers, business stakeholders and suppliers.

Specific requirements

· [01] At least 3 years of experience coordinating ICT projects or technical initiatives at a similar position.

· [02] Experience coordinating at least two ICT infrastructure projects or initiatives involving several technical domains.

· [03] Experience coordinating dependencies across at least three of the following: network, cloud/data centers, databases, IAM, endpoint/workplace, cybersecurity/architecture, monitoring or service operations.

· [04] Experience supporting supplier engagement, procurement documentation, proofs of concept or implementation of ICT contracts.

· [05] Practical experience with project and service-management tools such as Azure DevOps, ServiceNow, Jira, MS Project, Planner or equivalent.

Typical tasks and responsibilities

Task 1: ICT delivery coordination

· Coordinate assigned ICT projects and initiatives/engagements through initiation, planning, execution, monitoring and closure under the direction of the Frontex Project Manager or designated Operational Actor.

· Prepare and maintain scope, plans, schedules, milestones, work packages, acceptance criteria and project-control records in line with PM², Agile or other Frontex-approved methods.

· Track progress, resources, risks, issues, changes and dependencies; escalate deviations and decisions requiring Frontex action.

· Coordinate several small or medium-sized initiatives in parallel and support timely delivery of agreed outcomes.

Task 2: ICT infrastructure engagement and technical readiness

· Coordinate engagement across technical teams, including networks, cloud/data centre, cybersecurity, databases, IAM, modern workplace, monitoring, service desk and any other engaged teams.

· Facilitate technical scoping and readiness activities covering environments, access, capacity, integration, testing, architecture, security and operational dependencies.

· Coordinate interfaces between technical teams, business owners and specialist functions without replacing their technical responsibilities.

· Identify blockers and cross-team dependencies and follow them through the agreed governance and escalation routes.

Task 3: Stakeholder, supplier coordination

· Organise and facilitate project meetings, technical workshops, status reviews and decision sessions, maintaining clear agendas, minutes, actions and decision records.

· Coordinate communication and follow-up with business stakeholders, technical teams, external suppliers and consultants.

· Support the drafting and preparation of Procurement Requests, Requests for Service, Terms of Reference and related inputs.

· Support supplier mobilisation and contract implementation by tracking actions, man-days, deliverables, acceptance evidence and dependencies.

Task 4: Governance, reporting, transition and improvement

· Maintain current plans, status reports, dashboards, action plan, decision, dependency and change logs and an auditable project repository.

· Prepare concise management reporting and briefing material.

· Coordinate testing, acceptance, handover, operational readiness, knowledge transfer, closure and lessons learned.

· Propose practical improvements to coordination, templates, reporting and knowledge reuse across DOS.

The Consultant provides coordination and project-delivery support. Formal decisions and approvals concerning budget, procurement, contracts, architecture, security, data protection, technical solutions and acceptance remain with authorised Frontex actors.