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

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Project Assistant

Vacancy Announcement VA19P013V01 ProjectAssistant

Mediterranean City-to-CityMigration Project(MC2CM)

PostingDate: 5 February2019 th

DeadlineforApplications: 25 February2019

DutyStation: Valletta,Malta

Start Date: 15 March 2019

Contract Duration: 24 Months

Type of Post: Local OrganisationalOverview:

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 innovationinactionsanddecisions.

Project Overview:

ICMPD is inviting all interested candidates to apply for the Project Assistant Position for the MediterraneanCity-to-CityMigration(MC2CM)project.

MC2CM brings together experts and cities to contribute to improved migration governance at city level. The project is funded by the European Union through the Directorate General for Neighbourhood and Enlargement negotiations and co-funded by the Swiss Agency for Development and Cooperation. Since 2015, the project has brought together9cities and stakeholders from Europe and Southern Mediterranean region. The second phase of the project which began in 2018 until 2021 willseefurtherscaleupofactionand broadeningofthenetworkofcities.

Pleasenotethatthispositionissubjecttoapprovalandavailabilityofprojectfunds. 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 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. 1S/he collects, compiles and organises inputs to meetings, project reports, presentations, communicationmaterialsandtowardsformulationofnewprojects.

The Project Assistant works underthe supervision of the Project Officercontributing to asmooth and timely delivery of project activities under the project(s)’s work plan and collaboratively with all membersofprojectteam(s)andthecounterpartsinICMPDforimplementationofthetasks. Tasks and Responsibilities:

1. Supportto ProjectAdministration:


Draft routinecorrespondenceforprojectimplementation;

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

Implement steps in recruitment processes for project staff and experts according to ICMPD rulesandprocedures.Preparevacancynotices,organiseexperttravel;

ImplementstepsinprocurementprocessesaccordingtoICMPDrules andprocedures; Collectandcontroltimesheets;

Administer contracts with service providers, interpreters and experts. Monitor payment schedulesandimplementpayments;


Maintaindocumentsaccordingtothe projectfilingsystem.

2. Supportto ProjectActivities:

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

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

Make calculationsforDSAand implementDSApaymentsincash;

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

Collect, compile and organise inputs to reports, summaries, graphs and presentations in supportto variousprojectactivities;


Provideadministrativesupporttoimplementationofprojectcommunicationactivities; Performanyotherdutiesasrequired.

3. Supportto ProjectFormulation:

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

Key Results:

Administrativeactivitiesimplementedpromptly,accuratelyandefficiently; Project activities supported by efficient and timely implementation of logistical support to projectevents,meetingsandworkshops;


Administrative steps in the procurement and recruitment processes implemented timely and inlinewithICMPDrulesand proceduresandfollowingtheapplicablebusinessprocesses; 2 PaymentsimplementedcorrectlyandtimelythroughSAP;

Formulationsupportedbytimelyandcorrectpreparationof supportingdocuments. Incumbent Profile:

A minimum of 2 years of experience in project administration and implementation of projectsinan international organisationcontext;



Good organisationalskillswithattentiontodetailandaccuracy;

Experienceinmanagingconflictprioritiesandworkingwith tightdeadlines; Strongteam workand interpersonalskills;








ICMPD offers an attractive compensation package. This position is classified at LS1 Grade, with an annual net-base salary starting at EUR 18.084. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’sandmobilityallowances.

Application Procedure:

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

recruitment system at 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

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 afterthe published deadline, and offline applicationssubmittedviaemail,faxorpost,willnotbeconsidered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expectedtobeavailableforapersonal/telephoneinterview.

In theeventofatechnicalissuewithyourapplication, GeneralInformation:

ICMPDretainsthediscretiontore-advertisethevacancyorto canceltherecruitment. Thispositionmayentailfrequenttraveltohighriskareasat shortnoticefortheexecutionofthe tasksand duties,whichmaywarrantadherencetosecurityprotocols,and/orhealthprocedures. Selected candidates will have to provide a signed statement of exclusivity and availability, as well as evidencesupportingtheeducationalandprofessionalexperiencerecordaspertheirapplication. 3

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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