Project Assistant

Vacancy Announcement VA19P010V01 Project Assistant

Mediterranean City-to-City Migration Project (MC2CM)

Posting Date: 13 January 2020 th

Deadline for Applications: 14 February 2020

Duty Station: Valletta, Malta

Target Start Date: 1 March 2020

Contract Duration: 13 Months

Type of Post: Local Contract 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 Project Assistant position for the Mediterranean City-to-City Migration (MC2CM) project. The overall objective of this project is to improve rights-based migration governance in cities. Through dialogue, knowledge and action; MC2CM anchors migration governance to a process of urban planning.

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

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

The Project Assistant prepares administrative documents and correspondence. S/he implements processes in support of recruitment and procurement actions in line with ICMPD 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 project events and meetings being responsible for the logistical arrangements and DSA payments. 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. 1Tasks and Responsibilities:

1. Support to project administration:

Assist in implementation of project activities in accordance with the work plan. Prepare administrative documents, collect and compile inputs to documents. Draft routine correspondence for project implementation.

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.

Make visa arrangements, flight bookings, organise meeting facilities and accommodation, social programme, catering, audio-visual equipment, name tags, logistics for arrivals and departures. Make calculations for DSA and implement DSA payments in cash.

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 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.

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. 2Incumbent 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 is an asset.

Good organisational skills with attention to details 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.

Proficiency in (verbal/written) English, proficiency in French or Arabic is a must. Bachelor´s degree in a relevant field.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at LS1 Grade, with an annual net-base salary starting at EUR 18,084. 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.

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 the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. Selected candidates will have to provide a signed statement of exclusivity and availability, as well as evidence supporting the educational and professional experience record as per their application. This is a mandatory requirement for EuropeAid tenders.

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