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Project Assistant

Beirut

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location: Beirut
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

VacancyAnnouncementVA18P133V01 ProjectAssistant

The Project SwissSupport to Integrated Border Management in Lebanon(IBM Lebanon)

Posting Date: 9 November 2018

Deadline for Applications: 23 November 2018

Duty Station: Beirut,Lebanon

ProposedStart Date: 1 December 2018

Contract Duration: 14 November 2020 Type of Post: Local

Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD is a growing and ever-more relevant presence in its field. The organisation’s greatest assets are its 200+ staff members, who personify its values of commitment,integrity, partnership, respect,and innovation in actions and decisions. Project Overview:

ICMPD is implementing the Swiss State Secretariat for Migration (SEM)-funded project Swiss Support to Integrated Border Management in Lebanon (IBM Lebanon), which supports the strengthening of Lebanon’s security institutions’ resilience to withstand internal and external pressures and shocks, and to reinforce the role they can play as drivers of stability and national cohesion.

The primary beneficiary is the Directorate General of the Security General for Lebanon (DGSG).

The overall objective of the project is to support Lebanon in fostering a rights-based approach to managing the arrival, stay and exit of migrants and refugees. The specific objectives of the project are i) to advance DGSG’s institutional know-how and capacities in areas of key relevance to the sound management of incoming, residing and exiting migrants and refugees in line with international human rights law and standards ii) to contribute to DGSG’s infrastructure capabilities in addressing the arrival, stay and exit of migrants and refugees.

The thematic areas of the project are migration, human rights, gender-based issues, return, crisis managementand international cooperation.

The project supports the objectives through five sets of activities, encompassing all thematic

areas, namely: workshops, study visits, technical seminars, formulation and endorsement of standard operating procedures (SOP) and infrastructure support.

Please note that this position is subject to approval and availability of project funds. 1Job Description:

The Project Assistant implements administrative processes and provides support to implementation of activities.

The Project Assistant prepares administrative documents and correspondence. S/he implements processes in support of recruitment and procurement actions in line with ICMPD rules and procedures and administers contracts. S/he processes payments and maintains project´s filing system.

The Project Assistant provides support to the implementation of project activities. S/he organises project events and meetings being responsible for the logistical arrangements and DSA payments. S/he collects, compiles and organises inputs to meetings, project reports, presentations, communicationmaterials and towards formulation of new projects. The Project Assistant works under the supervision of the Project Manager of the above mentioned project, contributing to a smooth and timely delivery of project activities under the project(s)’s work plan and collaboratively with all members of project team(s) and the counterparts in ICMPD for implementation of the tasks.

Tasks and Responsibilities:

1. Support to Project Administration:

Assistin implementation of project activities in accordancewith the work plan; Prepare administrative documents,collect and compile inputs to documents; Draft routine correspondencefor project implementation;

Prepare inputs to implementation processes such as recruitment of expert, procurementand contracting;

Implement steps in recruitment processes for project staff and experts according to ICMPD rules and procedures.Prepare vacancy notices,organise expert travel; Implement steps in procurement processes according to ICMPD rules and procedures;

Collect and control timesheets;

Administer contracts with service providers, interpreters and experts. Monitor payment schedules and implement payments;

Process payments in SAP;

Maintain documents accordingto the project filing system.

2. Support to Project Activities:

Implement administrative activities and processes in support to the organisation of project events, workshops and meetings;

Make visa arrangements, flight bookings, organise meeting facilitiesand accommodation, social programme, catering, audio-visual equipment, name tags, logistics for arrivals and departures;

Make calculations for DSA and implementDSA payments in cash;

Collect, compile and organise background materials, documents and other materials for meetings;

Collect, compile and organise inputs to reports, summaries, graphs and presentations in support to various project activities;

Collect, compile and organise inputs to PI/PR materials as required; Provide administrative support to implementation of project communicationactivities. Perform any other duties as required.

3. Support to Project Formulation:

Collect, compile and organise inputs to formulation of project proposal and documents for new projects.

2Key Results:

Administrative activities implemented promptly, accurately and efficiently; Project activities supported by efficient and timely implementation of logistical support to project events, meetings and workshops;

Project filing system maintained accurately;

Administrative steps in the procurement and recruitment processes implemented timely and in line with ICMPD rules and procedures and following the applicable business processes;

Payments implemented correctly and timely through SAP;

Formulation supported by timely and correctpreparation of supporting documents. Incumbent Profile:

A minimum of 2 years of experience in project administration and implementation of projects in an international organisation context;

Experience in organisation of events and meetings;

Knowledge of ERP systems –knowledge of SAP in an asset;

Good organisational skills with attention to detail and accuracy; Experience in managing conflictpriorities and working with tight deadlines; Strong team work and interpersonal skills;

Adaptability and flexibility;

Excellent commandofstandard MS-office software.

Corporate Qualifications:

Experience in international projects;

Proficiency in (verbal/written) English and Arabic, proficiency in a major EU language is an asset;

Bachelor´s degree in a relevant field.

Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD

online recruitment system at http://www.icmpd.org/work-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies.

Please note that in the course of the online application, the motivation letter and personal CV must be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post,will not be considered. Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview. In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancelthe recruitment. This position may entail frequent travel to high risk areas at short notice for the execution of the tasks and duties, whichmay warrant adherence to securityprotocols, and/or health procedures.

3

This vacancy is now closed.
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