Project Assistant

VacancyAnnouncementVA18P135V01 ProjectAssistant

The project “Netherlands support to the project Enhanced Capability for Integrated Border Management in Lebanon (IBM Lebanon Phase 3)

Posting Date: 9 November 2018

Deadline for Applications: 23 November 2018

Duty Station: Beirut,Lebanon

ProposedStart Date: 1 January 2019

Contract Duration: 30 November 2021 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:

The project “Netherlands support to the project Enhanced Capability for Integrated Border Management in Lebanon (IBM Lebanon Phase 3)” aims to support the strengthening of Lebanon’s security institutions’ resilience to withstand internal and externalures and shocks,and to reinforce the role they canplay as drivers of stability and national cohesion. IBM Lebanon was initially only financed by the European Union (EU), yet as of February 2015, and in coordination between ICMPD and the Royal Netherlands Embassy in Lebanon, the Ministry of Foreign Affairs has contributed additional support to IBM Lebanon. The Netherlands’ support to IBM Lebanon builds on the positive progress of the EU-funded project. ICMPD sought to align Dutch assistance with ongoing IBM Lebanon project activities

based on the IBM Strategy for Lebanon, and anchored in the principles of: maximizing joint- activities, delivering high-quality assistanceand focusing on EU added value. The position is based in ICMPD’s Beirut office but may require occasional travel to other locations within Lebanon and abroad.

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

Key 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;

2 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.

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