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

TheWhiteam; Warszawa; Hybrid; PLN 120,000 - 160,000; Full time

Job summary

Frontex seeks an ICT Engagements Coordinator for Warsaw, offering a 50% on-site and 50% remote arrangement. The role supports the Digital Operations Sector with ICT project lifecycle governance, stakeholder engagement, and service transition.

The candidate will coordinate multiple ICT initiatives, ensure operational readiness, and align governance across teams and suppliers. The assignment spans 48 months with flexible rates tied to European public grading.

Qualifications

• Experience coordinating ICT projects or technical initiatives.
• 0
• Experience coordinating ICT infrastructure projects involving several technical domains.
• Experience coordinating dependencies across multiple technical domains.
• Experience supporting supplier engagement and ICT contracts.
• Practical experience with project and service-management tools such as Azure DevOps, ServiceNow, Jira, MS Project or Planner.

Responsibilities

• ICT delivery coordination from initiation to closure using PM²/Agile methods.
• IVCoordinate ICT infrastructure engagement across networks, cloud/ data centre, IAM and more.

Skills

ICT project lifecycle

ICT infrastructure domains

Planning & control tools

ICT service management

Stakeholder coordination

Business-Technical translation

Analytical skills

Communication & reporting

Education

Level 6

Tools

Azure DevOps

ServiceNow

Jira

MS Project

Planner

Job description

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; elevate 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.