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Project Assistant

pristina, kosovotarget

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

Vacancy Announcement VA20P007V01 Project Assistant (part-time at 50%) ‘Strenghtening Migration Management Autorities in Kosovo’ (MIMAK)

Posting Date: 13 January 2020 th

Deadline for Applications: 27 January 2020

Duty Station: Pristina, Kosovo

Target Start Date: 1 March 2020

Contract Duration: 22 Months

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:

ICMPD is inviting all interested candidates to apply for the post of a Project Assistant for the Project ‘Strenghtening Migration Management Authorities in Kosovo (MIMAK)’. The overall objective of this project is to further strengthen Kosovo’s government authorities and related inter-institutional mechanisms in migration management to improve evidence-based migration and migration-related policies, and to inform the population on the benefits of regular migration and consequences of irregular migration.

Thespecificobjectivesare:1)tosupportimprovedmanagementandcoordinationamongstakeholders dealing with migration-related policies; 2) to further develop the capacities of the Government Authority on Migration (GAM) as an inter-institutional mechanism for improved data analysis and policy development and implementation, particularly related to the developmental impacts of migration,and;3)tosupporttheGAMtobetterinformpotentialmigrantsandmembersofthegeneral populace about their obligations under a likely upcoming visa liberalization and of the potential risks of irregular migration.

Job Description:

The Project Assistant, engaged on a part-time basis (50%), implements administrative processes, provides support to the implementation of activities and facilitates communication (both written and verbal) in the language(s) of the duty station.

1The Project Assistant prepares administrative documents and correspondence. S/he implements processes in supportof recruitmentand procurementactions in line withICMPD 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 projecteventsandmeetingsbeingresponsibleforthelogisticalarrangementsandDSApayments.S/he collects, compiles and organises inputs to meetings, project reports, presentations, communication materials and towards formulation of new projects.

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 members of project team(s) and the counterparts in ICMPD for implementation of the tasks. Tasks and Responsibilities:

1. Support to project administration:

Assist in the implementation of project activities in accordance with the work plan. Prepare administrative documents, collect and compile inputs to documents. Draft routing correspondence for project implementation and when required, facilitates communication (both written and verbal), in the language(s) of the duty station. Prepare inputs to implementation processes such as recruitment of expert, procurement and contracting.

Implement steps in recruitment processes for project staff and experts according to ICMPD rules and procedures. Prepare vacancy notices, organise expert travel.

Implement steps in procurement processes according to ICMPD rules and procedures. Collect and control timesheets.

Administercontractswithserviceproviders,interpretersandexperts.Monitorpaymentschedules and implement payments.

Process payments in SAP.

Maintain documents according to the project filing system.

2. Support to project activities:

Implementadministrativeactivitiesandprocessesinsupporttotheorganisationofprojectevents, workshops and meetings, and facilitates communication (both written and verbal) in the language(s) of the duty station.

Make visa arrangements, flight bookings, organise meeting facilities and accommodation, social programme, catering, audio-visual equipment, name tags, logistics for arrivals and departures. Collect, compileand organise backgroundmaterials, documentsandothermaterials formeetings. Collect, compile and organise inputs to reports, summaries, graphs and presentations in support to various project activities.

Collect, compile and organise inputs to PI/PR materials as required.

Provide administrative support to the implementation of project communication activities. Perform any other duties as required.

3. Support to project formulation:

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

Key Results:

Administrative activities implemented promptly, accurately and efficiently. Project activities supported by efficient and timely implementation of logistical support to project events, meetings and workshops.

2 Project filing system maintained accurately.

Administrative steps in the procurement and recruitment processes implemented timely and in line with ICMPD rules and procedures and following the applicable business processes. Payments implemented correctly and timely through SAP.

Formulation supported by timely and correct preparation of supporting documents. 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 conflict 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.

Excellent command of (verbal/written) English and proficiency in the language(s) of the duty station is a requirement.

Bachelor´s degree in a relevant field.

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. 3

This vacancy is now closed.
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