Team Leader

Vacancy Announcement VA19P122V01 Team Leader

EU Support to Strengthening IBM in Ukraine (EU4IBM)

Posting Date: 18 October 2019

Deadline for Applications: 15 November 2019

Duty Station: Kyiv, Ukraine st

Start Date: 1 December 2019

Contract Duration: 30 months

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 isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Project Overview:

ICMPD is inviting all interested candidates to apply for the position of the Team Leader for the project “EU Support to Strengthening IBM in Ukraine” with duration of 30 months. The project will support the identification of and assist in addressing the gaps in the implementation of the national reforms approximating the Ukrainian border management system to the standards and good practices of the EU Integrated Border Management (IBM) in line with the national Integrated Border Management Strategy of Ukraine.

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

The Team Leader is responsible for the management of the project and for ensuring the direction of project activities, delivery of project outputs and the achievement of project targets and results. TheTeam Leaderorganisesapromptkickoff/initiationoftheproject,includingsetupandrecruitment of project staff. S/he develops and maintains relationships with project partners, beneficiaries and other stakeholders as well as plans and coordinates implementation of all aspects of the project ensuring that the project is managed according to the approved project documentation, work plans and budgets in line with ICMPD´s rules and business processes as well as partner and donor agreements. The Team Leader ensures timely and qualitative delivery of project outputs and achievement of project results in close collaboration with the project team, project beneficiaries, partners and donors as well as manages a smooth project finalisation and closure. The Team Leader, in consultation with the Head of Programme, establishes and regularly updates the detailed project work plan and monitors its implementation. S/he continuously analyses the progress ofimplementation,thebudgetexecution,assessesachievedresultsforqualityandimpactandensures 1that adequate information is gathered for assessment and reporting. The Team Leader plans and coordinates project communication activities and ensures that reporting on progress and results is timely, of high quality and carried out in accordance with donor agreements. The Team Leader coordinates project´s contribution to ICMPD´s knowledge base and identifies and develops new projects and participates in resources mobilisation activities.

TheTeamLeaderleadsandsupervisestheprojectteam consistingofICMPDstaffandexpertsensuring that the team works according to the project work plan and produces timely and qualitative outputs. S/he assesses the performance of the project team members and works in close cooperation with relevantunitsinICMPD anddevelopsandmaintainsworkinglevelcontactswithpartnerorganisations. The Team Leader works under the supervision of the Head of Programme.

Tasks and Responsibilities:

1. Direction of project activities and kick off:

Ensure a prompt start of the project.

Recruit project team. Prepare terms of reference (ToRs), lead interview panels and recruitment process ensuring timely deployment of the project team.

Ensure on-boarding for the newly recruited project team members.

well as implementation approach are well communicated to all stakeholders.

Establish and regularly update the project work plan ensuring adherence to project documentation and direction of project towards planned targets and results. Coordinate project strategic direction and work plan with project partners. Ensure that the project budget is in line with the work plan and supports achievement of results within the timeline. As required, adjust the budget in consultation with the Corporate Resources Management (CRM) Unit.

Develop a communication plan for the project according to donor agreements and ICMPD´s Communication Strategy. Coordinate set up of project website and social media contents. Initiate project contacts database.

EnsureimplementationofICMPD´sriskmanagementsystem atprojectlevel.Identifyandplan preventative and mitigation measures as applicable.

Initiate project implementation by organising/coordinating organisation of kick off and inception events as applicable.

2. Project management and implementation:

Organise work of the project team in line of the project work plan.

Ensureprogressofimplementationoftheworkplanandthetimelyaccomplishmentofproject outputs. Take prompt corrective action as required.

Mobiliseprojectstaffandexperts,goodsandservices,capacitybuildingforactivities,including approving terms of references and specifications and overseeing contractors’ work. Maintain a dialogue between the project and its stakeholders to ensure project´s scope and direction remain relevant for achievement of the intended results.

Coordinate and follow-up with partners ensuring that activities are carried out according to agreed work plan and other agreements.

2 Ensure that project content and outputs are timely produced and according to project work plan and ICMPD´s quality standards. Review, comment upon and approve project outputs (reports,presentations,publications).Ensurereviewandqualitycontrolofpolicyandresearch outputs by Policy and Research Units respectively.

Overseeorganisationofmeetings,seminars,workshopsandotherevents.Ensurethatagenda, technical notes, working group papers and other inputs to events are produced in a timely manner.

Control and approve project correspondence.

Systematically monitor project activities and progress in line with ICMPD monitoring guidelines. Ensure information gathered and monitoring reports are prepared. Organise scheduled and ad hoc project reviews.

Assess project progress and results in close consultation with project stakeholders. Develop improvements to enhance performance of the project.

Oversee implementation of the project communication plan. Organise drafting of communication materials, coordinate and oversee inputs from the project team. Participate in, and chair project events, seminars and workshops. Present project results to various stakeholder groups such as Steering Groups/donors.

Participate on behalf of ICMPD in conferences/meetings/seminars relevant for the project. 3. Project administration and reporting:

Ensure thatproject activities areimplemented inan efficient and cost-effectivemanner in line with the work plan.

Ensure that administrative processes such as procurement and contracting are carried out promptly and in accordance with ICMPD rules and established business processes. Ensure compliance with donor rules as applicable

Identify bottlenecks and develop solutions. Take corrective actions promptly. Oversee the appropriate use of project funds in accordance with the budget. Initiate budget revisions to adjust budget to changes in project work plan.

Ensure timely reporting to donors and partners, oversee formulation and drafting of progress and final reports. Submit reports (full package) to donor according to established reporting schedule.

Ensure project documentation is maintained and filed according to ICMPD policies. Coordinate and implement project closure activities.

4. Management of project team and experts:

Plan the composition of the project team, revise as required.

Identify project experts. Draft /approve ToRs. Oversee timely deployment. Coordinate the work of the project team by allocating tasks, supervising task completion, coordinating work processes.

Ensure effective and transparent management and communication processes within the project team. Keep the team abreast with developments relating to ICMPD.

Oversee implementation of ICMPD´s security system for staff safety, as applicable, in collaboration with ICMPD Field Security Advisor.

3 Evaluate the performance of project team and experts according to ICMPD´s performance management system, report regularly on team performance to supervisor(s).

Keep informed about the expertise/specialisation of project team members. Support development of expertise and knowledge in the team.

5. Participation in programme/project development:

Provide and formulate inputs to development of the potential follow up phase of the project Identifyandformulatelessonslearnedandbestpracticesfromprojectimplementationtofeed into formulation of new projects.

Develop and formulate new projects. Draft concepts and project proposals, work plans and budgets for new projects.

Participate in resource mobilisation for new projects.

Key Results:

Project activities implemented according to project documentation, donor/partner agreements and project work plan and budgets in line with ICMPD´s rules and business processes.

Project inputs deployed timely and in line with the work plan.

Stakeholder relationships managed efficiently and effectively.

High-quality project outputs and substantive project deliverables produced according to work plan.

Project budget implemented according to ICMPD´s rules and donor agreements. Project reports prepared timely according to donor agreements and ICMPD guidelines. Project Team deployed as per project work plan and the work of the team supervised and performance assessed.

Project lessons learnt and best practices identified and documented.

Ideas and concepts for a potential follow up phase identified and new projects formulated. Incumbent Profile:

A minimum of 8 years of position-specific experience in management of multi-sector or thematic projects in multiple regions or across countries in the field of border management and security.

Substantive knowledge of border management issues, including within the context of the regional area and Eastern Partnership countries is considered an asset.

Extensive experience in stakeholder and donor relationships management at the senior level and with high-level governmental officials.

Previous experience at the senior management level within a national border management and security agency will be considered an asset.

Proven experience in the provision of management/advisory services in the field of border management and security/trade facilitation related projects is an asset.

Experience in management of project teams and experts.

Professional training in project cycle management. Certification in project management is a distinct asset.

Strong conceptual and analytical skills.

Solid communication and negotiation skills.

4Corporate Qualifications:

Experience in international context.

Proficiency in (verbal/written) English, proficiency in Ukrainian and/or Russian, is a strong asset.

Master´s university degree (or equivalent) related to the area of work. Compensation:

ICMPD offers a monthly gross salary to be calculated based on qualifications and experience. Additional benefits include Health and Accident Insurance and six weeks’ annual leave. 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 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. This position may entail frequent travel to high risk areas at short notice for theexecution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. 5