Project Assistant

Vacancy Announcement VA19P028V01 ProjectAssistant

EUROMED Migration IV(EMM4)

PostingDate: 1 March 2019 st

DeadlineforApplications: 1 April2019

DutyStation: Valletta,Malta

Start Date: 1 May2019

Contract Duration: 6 Months(with possibilityofextension) 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 for the EUROMED Migration IV (EMM4). The overall objective of EMM4, a project financed by the European Union and implemented by ICMPD, is to support EU Member States and ENI Southern Partner Countries in establishing a comprehensive, constructive and operational dialogue and co-operation framework, with a particular focus on reinforcing instruments and capacities to develop and implement evidence-basedandcoherentmigrationpolicies.

In order to achieve this objective, EMM4 builds upon the results of the first three phases of the

project (2004-2015) and tailors its activities around two pillars: the first pillar facilitates effective North-South and South-South regional dialogues and co-operation in the four main fields of migration (legal protection, irregular migration, migration and development and international protection). The second pillar focuses on capacity-building by applying a new outcome-oriented approach that includes sub-regional activities, tailor-made national training programmes and a targeted technical assistance package for small-scale concrete actions for committed partners. Both pillars are supported by ahorizontal and cross-cutting thread aimed at accumulating evidence-based knowledge and establishing effective communication in order to contribute to a more balanced narrativeonmigration.

Pleasenotethatthispositionissubjecttoapprovalandavailabilityofprojectfunds.

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

The Project Assistant works under the supervision of the Project Manager contributing to a smooth 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:

Assistinimplementationofprojectactivitiesinaccordancewiththeworkplan;

Prepareadministrativedocuments,collectandcompileinputstodocuments;

Draft routine correspondence, Notes Verbale, communication with service providers, interpreters,expertsandotherrelevantcounterparts;

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

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

ImplementstepsinprocurementprocessesaccordingtoICMPDrulesandprocedures;

Collectandcontroltimesheets;

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

ProcesspaymentsinSAP;

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;

2 Collect,compileandorganiseinputstoPI/PRmaterialsasrequired;

Provide administrative support to implementation of the Migration Governance Traineeship programmeincludingorganisationoftrainees’travelandcontracts;

Performanyotherdutiesasrequired.

3. Supportto ProjectMonitoring:

Collect, compile and organise inputs to project Monitoring and Evaluation for dialogue component.

Support the development and maintenance of all quantitative and qualitative monitoring tools.

Key Results:

Administrativeactivitiesimplementedpromptly,accuratelyandefficiently;

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

Projectfilingsystemmaintainedaccurately;

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

Formulationsupportedbytimelyandcorrectpreparationofsupportingdocuments.

Incumbent Profile:

A minimum of 2 years’ of position-relevant experience in project administration and implementationofprojectsinaninternationalorganisationcontext.

Experienceinorganisationofeventsandmeetings.

KnowledgeofERPsystems–knowledgeofSAPinanasset.

Good organisationalskillswithattentiontodetailandaccuracy.

Experienceinmanagingconflictprioritiesandworkingwithtightdeadlines.

Strongteam workand interpersonalskills.

Adaptabilityandflexibility.

ExcellentcommandofstandardMS-officesoftware.

CorporateQualifications:

Experienceininternationalprojects.

Proficiency in (verbal/written) two languages among English, French and Arabic, proficiency inthe thirdlanguageisan asset.

Bachelor´sdegreeinarelevantfield.

Compensation:

AdditionalbenefitsincludeHealthandAccidentInsuranceandsixweeks’annualleave.

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 3ICMPD 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 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,pleaseemailrecruitment@icmpd.org. GeneralInformation:

ICMPDretainsthediscretiontore-advertisethevacancyorto canceltherecruitment.

This position may entail frequent travel to high risk areas at short notice for the execution of the tasksand duties,whichmaywarrantadherencetosecurityprotocols,and/orhealthprocedures. Selected candidates will have to provide a signed statement of exclusivity and availability, as well as evidence supporting the educational and professional experience record as pertheirapplication. This isa mandatoryrequirementforEuropeAidtenders.

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