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Project Assistant

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

Vacancy Announcement VA19P061V01 ProjectAssistant

Policy Unit

PostingDate: 17 May 2019 st

DeadlineforApplications: 31 May2019

DutyStation: Vienna,Austria

ProposedStart Date: 1 July2019

Contract Duration: 6 Months

Type of Post: Local OrganisationalOverview:

The International Centre forMigration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 MemberStatesand over60 projectsactivethroughoutEurope,Africa,AsiaandLatinAmerica, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation inactionsand decisions.

Project Overview:

ICMPD is inviting all interested candidates to apply forthe position as Project Assistant forthe two projects“Youthworkin thecontextofintegrationofyoungrefugeesandmigrantsinAustria –YMRA” and “Migration.Kommunikation.Schulen–MIKS”.

ThetwoprojectsarebothtargetingAustrianstakeholdersandcounterpartsintheareasofyouthwork, integration,socialcohesion,andmigrationcommunicationinschools.

The overall objectiveof YRMA is to support the development of anational strategicapproach foran improved and more effectivecoordination of different actors involved in the integration of young refugeesandmigrantsinthecontextofyouthworkinAustria.

The overall objectiveof MIKS is to provide information on migration in an age-appropriate manner, thereby raising awareness of a nationwideresponsibilityfor migration within the Austrian society, mainlyatschoolsthroughoutAustria.

Job Description:

The Project Assistant implements administrativeprocesses and provides support to implementation of activities.

The Project Assistant prepares administrative documents and correspondence. S/he implements processesinsupportofrecruitmentandprocurementactionsinlinewithICMPDrulesandprocedures and administerscontracts.S/heprocessespaymentsandmaintainsproject´sfilingsystem. The Project Assistant provides support to the implementation of project activities. S/he organises projecteventsandmeetingsbeingresponsibleforthelogisticalarrangementsandDSApayments.S/he 1collects, compiles and organises inputs to meetings, project reports, presentations, communication materialsandtowardsformulationofnewprojects.

The Project Assistant works underthe supervision of the Project Managercontributing to asmooth and timely deliveryof project activities underthe projects’ work plans and collaboratively with all membersofprojectteams,theProgrammeAssistantandHeadofUnit,andthecounterpartsinICMPD forimplementationofthetasks.

Tasks and Responsibilities:

1. Supportto ProjectAdministration:

Prepareadministrativedocuments,collectandcompileinputstodocuments;

Draft routinecorrespondenceforprojectimplementation;

Prepareinputstoimplementationprocessessuchasrecruitmentofexpert,procurementand contracting;

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

ImplementstepsinprocurementprocessesaccordingtoICMPDrulesand procedures; 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;

Collect,compileandorganiseinputstoPI/PRmaterialsasrequired;

Provideadministrativesupporttoimplementationofprojectcommunicationactivities; Performanyotherdutiesasrequired.

3. Supportto ProjectFormulation:

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

Key Results:

Administrativeactivitiesimplementedpromptly,accuratelyandefficiently; 2 Project activities supported by efficient and timely implementation of logistical support to projectevents,meetingsandworkshops;

Projectfilingsystemmaintainedaccurately;

Administrativestepsintheprocurementandrecruitmentprocessesimplementedtimelyand inlinewithICMPDrulesand proceduresandfollowingtheapplicablebusinessprocesses; PaymentsimplementedcorrectlyandtimelythroughSAP;

Formulationsupportedbytimelyandcorrectpreparationofsupportingdocuments. Incumbent Profile:

A minimumof2yearsof experienceinprojectadministrationandimplementationofprojects inan internationalsetting;

Experienceinorganisationofeventsandmeetings;

KnowledgeofERPsystems–knowledgeofSAPinanasset;

Good organisationalskillswithattentiontodetailandaccuracy;

Experienceinmanagingconflictprioritiesandworkingwithtightdeadlines;

Strongteam workand interpersonalskills;

Adaptabilityandflexibility;

ExcellentcommandofstandardMS-officesoftware.

CorporateQualifications:

Experienceinworkinginprojects;

Proficiencyin(verbal/written)EnglishandGerman,proficiencyinanothermajorEUlanguage, Russian, or Arabic is an asset (for HQ based positions),proficiency in language of the duty stationisa requirement(forfieldpositions);

Bachelor’sdegreeinarelevantfield.

Compensation:

ICMPD offers a monthly gross salary to be calculated based on qualifications and experience. AdditionalbenefitsincludeHealthandAccidentInsuranceandsixweeks’annualleave. Application Procedure:

Interested candidatesare requested to submit theirapplication in English throughthe ICMPDonline

recruitmentsystemathttp://www.icmpd.org/work-for-us/current-vacanciesbymidnight(CET)ofthe closing date specified above. Forthis purpose, candidates will first need to registerwith the ICMPD website.Oncetherelevantdatahasbeenentered,candidateswillbeabletoapplyforvacancies. Pleasenotethatinthecourseoftheonlineapplication,themotivationletterandpersonalCVmustbe uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

Allapplicantsareencouragedtoapplyassoonas possibleafterthevacancyhasbeenpostedandwell 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 candidateswill be contacted and applicants are expectedtobeavailableforapersonal/telephoneinterview.

In theeventofatechnicalissuewithyourapplication,pleaseemailrecruitment@icmpd.org. 3GeneralInformation:

ICMPDretainsthediscretiontore-advertisethevacancyorto canceltherecruitment. 4

This vacancy is now closed.
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