Senior Project Manager
Vacancy Announcement VA19P119V02 Senior Project Manager
Mobility Partnership Facility (MPF)
Posting date: 29 November 2019 th
Deadline for applications: 20 December 2019
Duty station: Brussels, Belgium
Start date: 15 February 2019
Contract duration: 12 months (with possibility of extension)
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 is a growing organisation and has ever-more relevant presence in its field. The organisation’s greatest assets are its 300+ staff members, who personify its values of commitment, integrity, partnership, respect, and innovation in actions and decisions.
TheMobilityPartnershipFacility(MPF)isanEU-fundedinitiativecontributingtotheoperationalisation of the Global Approach to Migration andMobility (GAMM).TheMPF aims to strengthen the European Union (EU) dialogue and cooperation on migration and mobility issues by facilitating and forging partnerships with its main partner countries in this area.
MPF is built around four strands:
Operationalisation of Mobility Partnerships (MPs) and Common Agendas on Migration and Mobility (CAMM) Joint Declarations through targeted Actions (Strand A);
CreatingaddedvaluethroughhorizontalactivitiessupportingMP andCAMMconstituentsand knowledge management (Strand B);
Facilitation and upscaling of pilot projects in the area of legal migration with select partner countries (Strand D).
The Senior Project Manager is responsible for the management of MPF project and for ensuring the direction of project activities, delivery of project outputs and the achievement of project targets and results.
The Senior Project Manager organises for a prompt kick off/initiation of the project, including set up and recruitment 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,workplansandbudgetsinlinewithICMPD´srulesandbusinessprocessesaswellaspartneranddonor agreements. The Senior Project Manager ensures timely and qualitative delivery of project outputs
and achievement of project results in close collaboration with the project team, project beneficiaries
and partners as well as donors as well as manages a smooth project finalisation and closure.
The Senior Project Manager establishes the project work plan and monitors its implementation. S/he
continuously analyses the progress of implementation, the budget execution, assesses achieved
results for quality and impact and ensures that adequate information is gathered for assessment and
reporting. The Senior Project Manager plans and coordinates project communications activities and
ensures that reporting on progress and results is timely, of high quality and carried out in accordance
with donor agreements. The Senior Project Manager coordinates project´s contribution to ICMPD´s
knowledge base and identifies and develops new projects and participates in resources mobilisation
The Senior Project Manager leads and supervises the project team consisting of ICMPD staff and
experts ensuring 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 closely
with relevant units in ICMPD and develops and maintains working level contracts with partner
The Senior Project Manager works under the supervision of the Head of Global Initiatives.
Tasks and Responsibilities
1. Direction of Project Activities and Kick-Off:
Ensure a prompt start of the project;
Recruit project team. Prepare ToRs (use ICMPD standard Job Profiles as available), lead
interview panels and recruitment process ensuring timely deployment of the project team;
Ensure on-boarding for the newly recruited project team members;
Establish collaboration and information flows with project stakeholders, donors and partners
and key project experts ensuring that project´s objectives, direction and expected results as
well as implementation approach are well-communicated to all stakeholders;
Establish project work plan ensuring adherence to Project Document and direction of project
towards planned targets and results;
Coordinate project strategic direction, synergies among the strands of the Facility 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 Team;
Develop a communications plan for the project according to donor agreements and ICMPD´s
Communications Strategy. Coordinate set up of project website and social media contents.
Initiate project contacts database;
Develop a knowledge management strategy, including its tools and work plan;
Ensure implementation of ICMPD´s risk management system at project level. Identify and
plan 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;
Ensure progress of implementation of the work plan and the timely accomplishment of
project outputs. Take prompt corrective action as required;
2 Mobilise project staff and experts, goods and services, capacity building and grants schemes
for activities, including approving terms of references and specifications and overseeing
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;
Ensure that project content and outputs are produced timely and according to project work
plan and ICMPD´s quality standards. Review, comment upon and approve project outputs
(reports, presentations, publications). Ensure review and quality control of policy and
research outputs by Policy and Research Units respectively;
Oversee organisation of meetings, seminars, workshops and other events. Ensure that
agenda, technical notes and 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 communications plan. Organise drafting of
communications 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 that project activities are implemented in an efficient and cost-effective manner 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. Coordinate with Corporate Resources Management (CRM) Team for
preparation of financial 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;
3 Oversee implementation of ICMPD´s security system for staff safety, as applicable, in
collaboration with ICMPD Field Security Advisor and Head of Office;
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:
Actively identify opportunities for expansion of ICMPD´s activities and development of new
Provide and formulate inputs to development of new initiatives;
Identify and formulate lessons learned and best practices from project implementation to
feed into formulation of new projects;
Provide support and participate as a member of ICMPD communities of expertise and
practice in collaboration with the PRS;
Develop and formulate new projects. Draft concepts and project proposals, work plans and
budgets for new projects;
Participate in resource mobilisation for new projects.
Project activities implemented according to project documentation, donor/partner
agreements and project work plan and budgets in line with ICMPD´s rules and business
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
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
Project lessons learnt and best practices identified and documented;
Ideas and concepts for new projects identified and new projects formulated.
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 migration;
Substantive knowledge of migration issues;
Substantive knowledge in the technical field of the project;
Extensive experience in stakeholder management and donor relationships management;
Proven experience in project financial management;
Experience in management of project teams and experts;
Professional training in project cycle management. Certification in project management
(Prince2 or similar) is a distinct asset;
Strong conceptual and analytical skills;
Solid communications and negotiation skills.
Experience in international context;
4 Proficiency in (verbal/written) English, proficiency in a major EU language, Russian, or Arabic,
is an asset;
Master´s degree related to the area of work.
ICMPD offers an attractive compensation package. This position is classified at IP4 Grade with an
annual net-base salary starting at EUR 63,288. 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.
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
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 firstname.lastname@example.org.
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 the execution of the
tasks and duties, which may warrant adherence to security protocols, and/or health procedures.
to a policy of equal employment opportunity.