Project Assistant

VacancyAnnouncementVA18P131V01 ProjectAssistant

Research Unit

Posting Date: 12 November 2018

Deadline for Applications: 25 November 2018

Duty Station: Vienna, Austria

Start Date: 1 December 2018

Contract Duration: 5 Months(32 hours/week)

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 for the Research Unit.

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 of researchprojects.

The Project Assistant is responsible for the administrative processes and support functions in projects. S/he processes activities in support of recruitment and procurement actions. S/he collects, compiles and organises inputs to meetings, research reports, presentations, communication materials (including maintaining the Research-website) and towards formulation of new projects. S/he supports organising project events and meetings being responsible for the managementand implementation of the logistical arrangements and follow up.

The ProjectAssistantworksunder the supervision ofthe Head ofUnit and in closecooperation with Project Managers contributing to a smooth and timely delivery of project activities under the projects’ work plan and collaboratively with all members of research team and the counterparts in ICMPD for implementation of the tasks.

Tasks and Responsibilities:

1. Project Implantation:

Assistin implementation of project activities in accordancewith the work plan; 1 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 workshop services or other procurement actions foreseen in projects;

Administer contracts with serviceproviders, interpreters and experts. Monitor payment schedules and implementpayments;

Collect and control timesheets;

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

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, flight bookings, meeting facilities and accommodation,catering, participant lists, DSA calculations;

Provide support in regard to issues related to the organisation and communication of the research unit (e.g. in terms of website);

Maintain documents accordingto the projects’ filing system;

Perform any other duties as required.

2. Project Formulation:

Collect, compile and organise administrative 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;

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

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

ResearchWebsiteregularly updated by relevant project information. Incumbent Profile:

A minimum of 2 years of experience in project administration and implementation of projects in an international setting

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.

2Corporate Qualifications:

Experience in working in projects;

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

Bachelor´s degree in a relevant field.

Compensation:

ICMPD offers a monthly fee to be calculated based on qualifications and experience. Where duty travel is required for the position, a daily subsistenceallowance (DSA) and travel costs are provided. Health insurance is the responsibility of the incumbent. 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 theclosingdatespecifiedabove. For this purpose, candidates willfirstneed toregister with the ICMPD website. Oncethe relevant data has been entered, candidates will be able to apply for vacancies.

Please note that in the courseof the online application, the motivation letter and personal CV mustbe 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 possibleafter the vacancyhas 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. 3