Project Officer

VacancyAnnouncementVA18P101V01 ProjectOfficer (IP2)

Mobility Partnership Facility (MPF)

Posting Date: 11 January 2019

Deadline for Applications: 31 January 2019

Duty Station: Brussels,Belgium

Start Date: 15 March 2019

Contract Duration: 12 months (with possibility of extension)

Type of Post: International 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 Mobility Partnership Facility (MPF) is an EU-funded initiative contributing to the operationalisation of the Global Approach to Migration and Mobility (GAMM). The MPF aims to strengthen the European Union (EU) dialogue and cooperation on migration and mobility issues with its main partner countries in this area. As of 2018, the MPF supports also EU Member States (MS) to develop legal migration pilot projects with selected African countries through a call for proposals launched on 16 April 2018.

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

The Project Officer is responsible for the administration of grants awarded under the Facility to public authorities of EU Member States (MS). including the registration of applications, verification of compliance with eligibility and administrative rules, review of legal, administrative and financial aspects and monitoring active grants to ensure adequate reporting in line with ICMPD´s rules and business processes as well as partner and donor agreements. S/he is responsible for a timely achievement of high-quality project outputs within the project(s) assigned.

The Project Officer develops and maintains relationships with beneficiaries and other stakeholders, ensuring high quality and timeliness of outputs. S/he conceptualises, plans and prepares substantive grant management outputs and produces content and continuously assesses achieved results for quality and impact. The Project Officer contributes to the development of new initiatives and formulates and drafts concepts and documents.

1https://www.icmpd.org/our-work/capacity-building/multi-thematic-programmes/mobility-partnership- facility-mpf/pilot-projects-on-legal-migration-call-for-proposals-application-package/ 1The Project Officer contributes to overall planning of the project(s) producing substantively to standard and tailored reports and inputs to donor.

The Project Officer works under the supervision of the Project Manager of MTF and in close collaboration with the Project Officers, other Project Team(s) and ICMPD staff across the Organisation. S/he organisers a joint work with programme assistant(s) in order to ensure smooth project(s) activities administration and logistics. S/he works as primary liaison between the MPF and ResourceManagement Unit (RMU) Brussels.

Tasks and Responsibilities:

1. Planning and Implementation of Activities:

Plan and organise activities in the assigned area of work in line with the project´s work plan ensuring the timely accomplishmentof work outputs;

Identify bottlenecks. Assess potential risks and suggest mitigating measures in close coordination with the Project Manager and responsible Project Officers. Propose solutions and correctiveaction when required and take action to implement; Analyse and synthesise information for implementation of project activities and coordinate tasks with partners in the assigned area of work;

Initiate and follow up on mobilisation of experts, goods and services, capacity building and grants schemes.Prepare inputs to Terms of References and specifications; Implement the procedures related to grant management (Strand A and D), handling the preparation and administrative tasks (coordination with other stakeholders, reporting, etc.), in close cooperation with RMU Brussels;

Participate in evaluations of grants as a member of the evaluation panel; Coordinate work of contractors (grantees) ensuring that content and outputs are produced timely, accordingto project work plan and ICMPD´s quality standards; Establish, maintain and facilitate a dialogue between the project and grantees to ensure that scope and direction of activities remain relevant for achievement of the intended results;

Coordinate and follow-up with partners (grantees) ensuring that activities are carried out according to agreed work plan and contractual agreements. Deploy or take part to monitoring missions,recordfindings in missionreports and monitoring calls; Prepare and coordinate preparation of inputs to the implementation of the communicationand visibility plan and other reports to donor;

Draft project correspondence in a clear and concise manner and mindful of good partners’ and donors’ relations. Support and provide inputs to meetings of the MPF Steering Committee;

Update project contacts database;

Maintain up-to-date project information including in ICMPD project management tool; Keep project assistant(s) informed about the project implementation progress. 2. Project Administration and Compliance:

Regularly monitor expenditures and disbursements for the assigned area of work (grants) to ensure that budget allocations are not exceeded. Take corrective action as required;

Prepare contract amendments for awarded grants where necessary;

Initiate and follow-up on procurement processes according to ICMPD`s procurement rules, collect and compile quotations. Support / undertake and monitor the administrative and contractual arrangements for grants between ICMPD and grantees, in closecoordinating with RMU Brussels;

Initiate and follow-up on procurement processes according to ICMPD`s procurement rules;

consultants according to consultant’s performancemanagement system;

Maintain project documentation electronically and on physical file.

3. Project Content, Reporting and Contribution to Project Development: Review, comment upon and revise work outputs of consultants and contractors (grantees);

Prepare inputs to project reports, presentations, briefs;

Report timely to donors and partners, formulate and draft progress and final reports for projects in her/his portfolio, gathering statisticalinformation; Contribute to production of project content by:

o Compiling data, information and undertaking desk studies;

o Drafting documents and inputs to documents according to ICMPD´s quality standards;

o Disseminatingfindings.

Contribute to review and assessment of project/grants results by identifying and recording best practices/lessons learned;

Contribute to development and formulation of inputs to new grant concepts, proposals, work plans and budgets as requested.

Key Results:

Project activities in the assigned area of work organised and implemented according to work plan;

Project inputs administered according to ICMPD´s rules and processes and donor requirements;

Project narrative reports prepared according to donor agreements; Processes with external stakeholders, partners, consultants and contractors managed promptly;

Deliverables of project consultants and contractors monitored and controlled; Financial expenditures on activities level controlled and maintained within the budgetary limits;

Qualitative and timely contributions for formulation of project content provided; Qualitative contributions made towards assessment of project results and identification of lessons learned.

Incumbent Profile:

A minimum of 3 years of position-relevant work experience in the field of the migration, managementof grant processes and contractmanagement;

Substantive knowledge of migration issues,EU financial instruments and procurementrules;

Proven experience in project financial management. Professional training in project cycle management;

Solid analytical, drafting and organisational skills;

Good communications and problem-solving skills;

Experience in stakeholder relations management;

Supervisory experience in management of experts as required by the position; Professional training in project cyclemanagement in an asset;

Strong ICT skills in MS applications. Experience with SAP is an asset; Willingness to travel.

Corporate Qualifications:

Experience in international context;

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

3 Master´s degree related to the area of work, including Economics,Business Administration or Finance.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at IP2 Grade, with an annual net-base salary starting at EUR 43.512,00. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances. 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, which may warrant adherence to security protocols, and/or health procedures.

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