Project Assistant, Pakistan

VacancyAnnouncementVA18P126V01 ProjectAssistant

Integrated Border Management in Silk RoutesCountries

Posting Date: 9 November 2018

Deadline for Applications: 30 November 2018

Duty Station: Islamabad, Pakistan

ProposedStart Date: 1 January 2019

Contract Duration: 48 Months

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 inviting all interested candidates to apply for the Project Assistant position for the project “IBM in Silk Routes Countries”.

The EU-funded project “Integrated Border Management in the Silk Routes Countries” is implemented by the International Centre for Migration Policy Development for the benefit of the Silk Routes countries, i.e. Afghanistan, Bangladesh, Iran, Iraq and Pakistan. The duration of the project is 48 months and the budget of 12 million euro.

The overall objective of the project is to support the countries of the Silk Routes region in building their capacity of border management and the development of their national Integrated Border Management (IBM) guidelines, to ensure that these are coherent and effectively co-ordinated at a national, and, if possible, at a regional level, with a focus on effective border control, human resources development and preventing irregular migration. Please note that this post is subject to approval and availability of project funds and foresees high frequency of travel.

Job Description:

The Project Assistant supports implementation of activities of the project, in particular related to his/her country of posting. S/he carries out tasks in support of project development and implementation and provides administrative support to project managementprocesses. The Project Assistant is responsible for the administrative processes and support functions in projects. S/he organises project events and meetings being responsible for the management and implementation of the logistical arrangements and follow up. S/he compiles and prepares inputs to meetings, project reports, presentations and communication materials and 1processes activities in support of recruitment and procurement actions as well as manages contracts with contractors.S/he is responsible for maintaining project’s filing system. The Project Assistant works under the supervision of the Project Manager ensuring a smooth and timely delivery of project activities under the Project’s work plan and collaboratively with all members of Project Team either in the Headquarters, or other Project Offices. The daily work is supervised by the National ProjectOfficer.

Tasks and Responsibilities:

1. Project Implementation:

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;

Assist in procurement processes for conference/seminar services or other procurementactions foreseen in projects;

Process actions in other systems;

Administer contracts with service providers, interpreters and experts; Collect, compile and organise background materials, documents and other materials for meetings;

Compile project reports;

Prepare inputs to reports, summaries, graphs and inputs to presentations in support to various project activities;

Provide support to the organisation of workshops and meetings being responsible for visa arrangements, flight bookings, meeting facilities and accommodation, social programme,catering, participant lists, DSA calculations;

Is responsible for meeting logistics; meeting rooms, audio-visual equipment, name tags, logistics for arrivals and departures, DSA payments in cash;

Maintain the project filing system;

Compile and prepare inputs to PI/PR materials as required;

Support implementation of project-related communicationactivities; Perform any other duties as required.

2. Project Formulation:

Provide inputs to formulation of project proposal and documents for new projects. Key Results:

Administrative and logistical support activities implemented promptly, accurately and efficiently;

Project implementation supported by efficient and timely support to organisation of activities;

Project formulation supported by timely and correct preparation of supporting documents;

Project filing system maintained;

Procurement and recruitment processes implemented timely and in line with ICMPD rules and procedures and following the system steps.

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;

2 Knowledge of ERP systems 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 and written English;

 Proficiency in language of the duty station is a requirement;

 Bachelor´s degree.

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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