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

The White Team•Capon Bridge, WV

10h•Hybrid

About The Position

The ICT Engagements Coordinator will support the Digital Operations Sector by coordinating ICT infrastructure, initiatives, and engagements. This role involves managing stakeholder and supplier relationships, and overseeing service transition. The position is based in Warsaw, with a hybrid work model requiring 50% on-site presence and 50% remote work. The mission duration is 48 months.

Requirements

Minimum level of education: Level 6.
Minimum English language skills: B2.
Minimum IT relevant experience: 5 years (3 years in relevant roles).
At least 1 certification required among: PM² or an equivalent certification, PRINCE2 or an equivalent certification, PMP or an equivalent certification, or equivalent certification recognized internationally.
Strong knowledge of ICT project lifecycle, governance and delivery methods, including PM² or equivalent.
Good understanding of ICT infrastructure domains, including networks, data center/cloud, databases, identity and access management, workplace services, monitoring and operations.
Good knowledge of planning and control tools: schedules, milestones, action, decision, dependency and change logs.
Good understanding of ICT service management, change, operational readiness and transition to service.
Good knowledge of stakeholder, supplier and contract coordination in an ICT environment.
Ability to translate business needs into clear technical coordination actions, scope, deliverables and acceptance criteria.
Strong analytical, organisational and problem-solving skills, with the ability to manage several priorities.
Excellent communication, facilitation, reporting and documentation skills; proactive and able to work effectively with technical teams, managers, business stakeholders and suppliers.
At least 3 years of experience coordinating ICT projects or technical initiatives at a similar position.
Experience coordinating at least two ICT infrastructure projects or initiatives involving several technical domains.
Experience coordinating dependencies across at least three of the following: network, cloud/data centers, databases, IAM, endpoint/workplace, cybersecurity/architecture, monitoring or service operations.
Experience supporting supplier engagement, procurement documentation, proofs of concept or implementation of ICT contracts.
Practical experience with project and service-management tools such as Azure DevOps, ServiceNow, Jira, MS Project, Planner or equivalent.

Responsibilities

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.
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.
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.
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.