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Project Assistant, Events

Vienna

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

Project Assistant, Events

Africa – EU Migration and Mobility Dialogue (MMD)

Posting Date: 22 January 2020

Deadline for Applications: 19 February 2020

Duty Station: Vienna, Austria th

Start Date: 15 March 2020

Contract Duration: 6 months (Maternity Cover)

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 and ever-more relevant presence in its field. The organisation’s greatest assets are its 200+ staff members, who personify its values of commitment, integrity, partnership, respect, and innovation in actions and decisions.

Project/Unit Overview:

The International Centre for Migration Policy Development (ICMPD) – Vienna Headquarters, and Brussels Mission, is inviting all interested candidates to apply for the Project Assistant position for the project «Support to Africa-EU Migration and Mobility Dialogue (MMD) ».

The overall objective of the Support to Africa-EU Migration and Mobility Dialogue (MMD) project is to maximise the development potential of migration and mobility within Africa and between Africa and EU andto providecomprehensiveresponses tomigrationandmobilityinfullrespectofhumanrights.Specific objectivesof theproject are:

To improve the governance ofmigration andmobility within Africa andbetweenAfrica andthe EU by providing the partners with an open framework for consultation, coordination and cooperation and enhancethe protectionof migrants’ rights;

To buildshared andclearercommon understanding ofanintegratedapproachtowardsmigrationand mobility;

To create a comprehensiveandinclusiveapproachonmigration andmobility, involvingall key stakeholders, including civil society organisations;

To operationalise themigration dialoguethroughthe launchofpilotprojectsandflagship initiatives. Please note that this post is subject to approval and availability of project funds. Job Description:

TheProject Assistant – Eventssupportstheimplementationofactivitiesforevents,meetings, conferences andtravel.S/hecarriesoutlogisticaltasksinsupportofprojectimplementationandprovidesadministrative supportto projectimplementationprocesses.

Inlinewith ICMPD´srulesandbusiness processes, theProject Assistant – Eventssupportstheorganisation of project eventsandmeetingsandimplements logistical arrangements priorand duringthe eventsas well 2asactionsinfollowupto events.S/hecompiles inputsto meetings andotherprojectoutputsandmaterials andprocesses activities insupportofrecruitment ofexpertsandprocurement actionsaswellasmanages contracts. S/he maintainsproject’s filingsystem forher/hisareaof work.

Supporting a smooth and timely delivery of project activities under the MMD work plan, the Project AssistantworksunderthedirectsupervisionoftheConferenceManagerinclosecoordinationwiththeMMD Senior Coordinator, collaborating with the members of MMDproject team in the Headquartersand in the Brussels MissionandotherICMPDstaffin implementationoftasks.

Tasks and Responsibilities:

1.Supportto Organisationof MMD Events:

Assist intheimplementationof projecteventsin accordance with the work planand asassigned by the supervisor;

Provide administrative and logistical support to the organisation of major projectactivities such as workshops and international high-level conferences;

Prepareadministrative documents, collect and compile inputsto administrative documents; Draft routinecorrespondence,NoteVerbale,communications with service providers,interpreters, experts andother counterparts;

Assist inprocurement of services andsupportadministrationofcontracts with serviceproviders; Maintain andmanage a good andsmooth communication with services providersandexperts; Supportimplementation ofevents through:

- Collates participants’ lists;

- Organises meetingvenue, rooms, equipment, catering;

- Arrangesinterpreting/translation and secretarial services and ensuring allnecessary technical equipment isavailable;

- Arranges delegate’s accommodation, transportation to site and arrival anddeparture logistics;

- Implementsregistrationarrangementsandmaintainscorrect andup to datemeeting attendance records;

- Collects, compiles andorganises backgroundmaterialsanddocumentsfor distribution to meeting participants;

- Arranges delegate packs,badges;

- Arrangesprintingofmeetingmaterials and handouts, organisation of foldersand liaise with protocol services;

- Arranges sessions, catering for breaks/luncheons/dinners and social programme;

- Takes corrective actions when services are not satisfactorily delivered/performed;

3 - Supportimplementationofsecurity arrangementsduringevents.

PrepareDSA calculations andmake DSA paymentsin cash during meetingsasrequired; Liaisedirectly with highlevelofficialsfor logisticalandorganisational purposes, follow upon any inquiriesandas necessary;

ArrangetravelforMMD staff formeeting and conference participation, organise visasas required;

Undertake dutytravelas needed;

Contributeto educate andshare lessons learnton logistics andprocurement within the extended MMD team;

Performs anyotherdutiesas required.

2.Supportto Project Management:

Supportorganisation of projectmeetings ad team meetings;

Compile materials andprepareinputsto briefings,summaries, graphsand

presentations relating to various project processes;

Assist inadministrationof recruitment ofproject staff andexperts.

Key Results:

Administrativeandlogisticalsupportactivitiesimplementedpromptly,accurately andefficientlyin theareaof work;

Recruitmentandprocurementactivities supportedby timelyandaccurate processingof documentsandSAPactionsinlinewithICMPD rulesand procedures;

Logisticalandadministrativesupporttoorganisationofmajorconferencesandeventsmeetings provided timelyandaccurately;

Travel forMMD stafftomeetingsandconferencesorganized;

Promptsupportprovided to compilationof materialsand projectinputs;

Projectfilingsystemmaintainedfortheareaofwork.

Incumbent Profile:

Aminimumof2years’ofexperienceinprojectadministrationandimplementationofprojectsin an international organisationcontext;

Experienceinorganisationofmajoreventsand conferences;

KnowledgeofSAPandSharePoint isanasset;

Good organisational skillswithattention to detail andaccuracy;

Experiencein managing conflictingpriorities andworking withtightdeadlines; Good teamworkandinterpersonalskills;

Good communicationandcultural sensitivityskills;

Adaptability andflexibility;

ExcellentcommandofstandardMS-officesoftware.

4Corporate Qualifications:

Experiencein international projects;

ExcellentoralandwrittencommandofEnglish,includingtheabilityto preparelettersandformal communications,minutesandmeetingdocumentation.Frenchand/orArabicknowledgewouldbe anasset.

Bachelor´sdegreeinarelevantdiscipline.

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 the course of the online application, Cover Letter and CV must 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. 5

This vacancy is now closed.
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