Project Administrative Assistant

Vacancy Announcement VA19P089V01 Project Administrative Assistant European Return and Reintegration Network th

Posting Date: 5 July 2019 th

Deadline for Applications: 19 July 2019

Duty Station: Brussels, Belgium

Start Date: As soon as possible

Contract Duration: 12 months (with possibility of extension) 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 isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Project Overview:

The European Return and Reintegration Network (ERRIN) is an operational initiative, developed by a consortium of migration agencies from over 15 European countries in close co-operation with the Directorate-GeneralforMigrationandHomeAffairsoftheEuropeanCommissionandFRONTEX.ERRIN aims to implement activities that support, facilitate, and improve national return practices. The scope ofERRINincludesvoluntaryaswellasforcedreturnandpost-arrivalaswellaspre-departureactivities. ICMPD, an ERRIN implementing partner, is inviting all interested candidates to apply for the Project Administrative Assistant position within ERRIN.

Please be advised that his post is subject to the approval and availability of project funding. Job Description:

TheProjectAdministrativeAssistant provideshorizontal supportto theimplementationofactivitiesof the Project Management Unit (PMU) of ERRIN. S/he carries out tasks in support of project development and implementation and provides administrative support to project management processes.

The Project Administrative Assistant assists in the administrative processes and support functions of the PMU. S/he organises project events and meetings being responsible for the management and implementation of the logistical arrangements and follow up. S/he compiles and prepares inputs to meetings, project reports, presentations and communication materials and processes activities in support of recruitment and procurement actions as well as manages contracts with suppliers. S/he is responsible for maintaining the filing system.The Project Administrative Assistant takes care of the project office ensuring carefully it is equipped and a well-functioning workspace. The Project Administrative Assistant works under the overall

supervision of the Senior Programme Manager and direct supervision of the Project Officer ensuring a

smooth and timely delivery of project activities under the work plan and working collaboratively with

all members of the PMU.

Tasks and Responsibilities:

1. Project Implementation:

Assist in planning and implementation of project activities in accordance with the work plan;

Prepare administrative documents, collect and compile inputs to documents;

Draft official communications for project implementation such as routine correspondence,

invitation letters, and Notes Verbale;

Prepareinputstoimplementationprocessessuchasrecruitmentofexperts,procurement,and

contracting in line with the applicable rules and regulations;

Assist in processes for recruitment of project staff and experts. Prepare vacancy notices,

coordinate and follow-up with PMOD, Resource Management Brussels, and ICT;

Assist in procurement processes for conference/seminar services or other foreseen

procurement actions;

Organise project related travel by compiling travel details and organising suitable itineraries

while ensuring compliance with the applicable rules and regulations.

Process actions in SAP and other systems;

Administer contracts with service providers such as interpreters and experts;

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

meetings,prepareminutesandsummariesofactionstobetakenandensurenecessaryfollow-

up;

Compile project reports and other project-related documents;

Prepare inputs to reports, including summaries and graphs, and inputs to presentations in

support of various project activities;

Provide support to the organisation of workshops and meetings by being responsible for visa

arrangements, flight bookings, meeting facilities and accommodation, social programmes,

catering, participant lists, and cash disbursements;

Carryoutmeetinglogisticsincludingtheset-upofmeetingroomsandaudio-visualequipment,

name tags, logistics for arrivals and departures, cash disbursements to participants;

Maintain filing systems;

Compile and prepare inputs to visibility materials as required ensuring compliance with the

applicable rules and regulations;

Support implementation of project-related communication activities;

Perform any other duties as required.

2. Project Formulation:

Support and provide inputs to the formulation of project activities and documents as

requested;

Carryoutbackgroundresearchinsupportoftheformulationofproject activitiesasrequested.

23. Office Management

Take care of the project office premises. Coordinate with the building manager and landlord

on issues pertaining to the maintenance of the premises and rental agreement. Maintain and

restockofficesupplies,preparethemeetingroomformeetingsandreceivevisitors,Assiststaff

with ICT problems;

Identify and maintain relations with regular suppliers for office supplies and utilities;

Welcome new project team members by arranging introductory meetings, setting up work

stations and functioning as a first point of contact for questions;

Maintain productive working relations with other departments in ICMPD (PMOD, ICT,

Resource Management and Finance) by proactively sharing information and responding to

information requests.

Key Results:

Administrative and logistical support activities implemented promptly, accurately and

efficiently;

Project implementation supported by efficient and timely organisation of activities;

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

Project filing system maintained;

Procurement, recruitment, and travel processes implemented timely and in line with the

applicable rules and regulations.

Incumbent Profile:

A minimum of 2 years’ of experience in project administration and implementation of

projects in an international organisation context;

Experience in organisation of events and meetings;

Knowledge of ERP systems – knowledge of SAP in an asset;

Good organisational skills with attention to detail and accuracy;

Experience in managing conflicting priorities and working with tight deadlines;

Strong team work and interpersonal skills;

Adaptability and flexibility;

Excellent command of standard MS-office software.

Corporate Qualifications:

Experience in international projects;

Proficiency in (verbal/written) English and French, proficiency in an additional major EU

language is an asset;

Bachelor´s degree.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at S1 Grade, with an

annual net-base salary starting at EUR 25.824. 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.

3Application 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 thecourse oftheonline application, themotivation letter andpersonal CVmust 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 cancel the recruitment.

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