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Project Officer, Grants Coordination

Brussels (Belgium)

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location: Brussels (Belgium)
  • Grade: Level not specified
  • Occupational Groups:
    • Project and Programme Management
    • External Relations, Partnerships and Resource mobilization
    • Managerial positions
    • Grant writing
  • Closing Date: 2020-08-14

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Vacancy Announcement VA20P108V01 Project Manager - RIAT

European Return and Reintegration Network

Posting Date: 22 July 2020 th

Deadline for Applications: 5 August 2020

Duty Station: Brussels, Belgium

Start Date: 1 October 2020

Contract Duration: 20 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:

The European Return and Reintegration Network (ERRIN) is an initiative of 15 Member States, FRONTEX and the European Commission.

ObjectiveofERRIN is to facilitateand supportco-operation between Europeancountries in the fieldof return and reintegration. ERRIN is funded by the European Commission (DG HOME). ICMPD is the implementing partner of this initiative. The ERRIN Programme Management Unit (PMU) is based in Brussels.

ERRIN has two work packages. One package focusses on innovation and project development, the other on contracting and managing joint reintegration services. Within this work package, ERRIN contracts post-arrival reintegration service delivery in third countries and makes these services available for its member states. Within this work package, ERRIN established a portfolio of service providers that cover over 40 countries. FRONTEX is preparing a joint reintegration service program to be operational by mid-2022 to replace the current ERRIN service delivery. A centralised IT platform (RIAT) allows effective management of joint reintegration services and channels the communication between member states and contracted service providers. RIAT 1.0 is fully deployed and active, but at the same time still under development. Please note that this position is subject to approval and availability of project funds. 1Job Description:

The Project Manager is responsible for developing and implementing a portfolio of training activities (adapted to different types of users), organising a RIAT-support structure, establishing and managing a network of (potential) users and stakeholders and contributing to the further development of this RIAT tool.

The Project Manager organises for a prompt kick off/initiation of the project, including set up and recruitment of additional experts. 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 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 donors as well as manages a smooth project finalisation and closure.

The Project Manager establishes and monitors the implementation of a project work plan ensuring that adequate data and information is gathered for assessment and reporting. S/he continuously analyses the implementation of the project, takes corrective action as required and assesses achieved results for quality and impact. The Project Manager plans and coordinates project communications activities and ensures that reporting on project progress and results is timely, of high quality and carried out in accordance with donor agreements. The Project Manager coordinates project’s contribution to ICMPD’s knowledge base and identifies and develops new projects and participates in resources mobilisation activities.

The Project Manager guides and assists the project team consisting of ICMPD personnel and consultants ensuring that the team works according to the project work plan and produces timely and qualitative outputs. S/he assesses works closely with CRM for financial management and coordinates her/his work with the other Project Managers.

The Project Manager will work under the supervision of the Senior Programme Manager and will collaborate closely with the entire ERRIN team. In addition, the incumbent will be required to travel frequently with regard to organising training activities for EU-based return counsellors and partner organisations in the countries of return and establishing a user-community. Tasks and Responsibilities:

1. Direction of project activities and kick off:

Under the general supervision of the Senior Programme Manager and RIAT Project Manager, support the implementation ofRIAT byMemberStates and in-country reintegration partners. This includes (amongst others) the set-up of a communication plan, the development and organisation of tailor made trainings (incl. on-line learning tools) and the establishment of a user-community. Ensure a prompt start of the project.

Coordinate project strategic direction and work plan with project partners. Establish collaboration and information flows with project stakeholders, donors and beneficiaries and key project experts ensuring that project’s objectives, direction and expected results as well as the implementation methodology are well-communicated to all stakeholders. Assess the project budget ensuring that the budget supports achievement of results within the timeline. Provide information on budget estimations and monitor spending rate. 2 Initiate project implementation by organising/coordinating organisation of kick off and inceptions events.

2. Project management and implementation:

Organise the work in line with the project work plan. Track and monitor implementation of the work plan and the timely accomplishment of project outputs. Take corrective action as required. Mobilise project staff and experts, goods and services, capacity building and grants schemes for activities, including reviewing and approving terms of references and specifications. Monitor the use that Member States and in-country reintegration partners make of RIAT, assess the problems and challenges they face and develop and reinforce the support structure accordingly.

Provide pro-active and re-active support during the implementation of RIAT by Member States and/or reintegration partners. This support includes trainings, regular updates, best practice development, support in change management, help-desk / trouble shooting and quality control. Facilitate pro-active and systematic user-feedback (from Member States and reintegration partners).

Ensurethatproject’sscopeanddirectionremainrelevantforachievementoftheintendedresults. Ensure that project content and outputs are produced timely and according to project work plan and ICMPD’s quality standards.

Oversee and coordinate organisation of meetings, trainings, 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.

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

Implement ICMPD’s risk management system at project level. Take preventative and mitigation measures as applicable.

Ensure and oversee a systematic monitoring of project activities and progress in line with ICMPD monitoring guidelines. Ensure data and information gathering for project monitoring. Organise scheduled and ad hoc project reviews.

Develop and monitor implementation of the project communications plan, in close co-operation with the ERRIN Communication Officer. Draft of communications materials, edit project-related publications, coordinate and oversee inputs from the project team.

Participate in / chair project events, seminars and workshops. Present project results to various stakeholder groups such as EMN-REG, ERRIN MB and similar networks / platforms. Participate on behalf of ICMPD and ERRIN in conferences / meetings / seminars relevant for the project.

3. Project administration and reporting:

Ensure regular and pro-active reporting on progress and results within the ERRIN PMU. Ensurethatprojectactivitiesareimplementedinanefficientandcost-effectivemannerinlinewith the work plan.

Identify and take corrective actions promptly.

3 Oversee the appropriate use of project funds in accordance with the budget. Monitor and analyse budget implementation and adjust budget to changes in project work plan.

Ensure timely reporting to donors and partners, oversee formulation and drafting of progress and final reports. Ensure input for the preparation of ERRIN financial reports. Ensure project documentation is maintained and filed according to ICMPD policies. 4. Management of project team and experts:

Provide input to the composition of the project team, revise as required. Identify project experts.

Draft /approve ToRs. Oversee timely deployment.

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

OverseeimplementationofICMPD’ssecuritysystemforstaffsafety,asapplicable,incollaboration with ICMPD Senior Security Advisor and Head of Office as applicable.

management system, report regularly on team performance to supervisor(s).

5. Participation in programme/project development:

Actively seek opportunities to increase the relevance of RIAT, mainly by increasing awareness and growing the user-base (both within the Member States and the countries of return). 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.

Key Results:

Project implemented according to the agreed timepath, the project work plan and budgets in line with ICMPD’s rules and business processes.

All ERRIN Member States and contracted reintegration partners/service provider have been offeredappropriatetrainingonRIAT,itsfunctionalitiesandthewayrelevantcasedataiscollected. All ERRIN Member States and contracted reintegration partners/service providers have been offered appropriate access to RIAT and that this platform is used to manage their relevant caseload.

A RIAT support structure, incl. trainings, help-desk, feed-back loops and operational communication, is operational and accessible.

A standard reporting format provided with a baseline analysis of all data collected through RIAT (for internal and external use).

Project budget implemented according to ICMPD´s rules and project narrative reports prepared according to donor agreements and ICMPD guidelines.

Project lessons learnt and best practices identified and documented.

4 Ideas and concepts for new projects identified and new projects formulated. Incumbent Profile:

Aminimumof5yearsposition-specificexperienceinmanagementofprojectsinmultiplecountries or multi-sector project in one country in the field of migration.

Strong knowledge and understanding of return and reintegration service delivery, including knowledge of different national processes of reintegration service delivery. Experience in co-operation with EU Member states and reintegration partners/service providers in the field of reintegration service delivery is a distinct asset.

Experience and knowledge in developing and implementing training activities on different levels and using different methods and tools (pedagogical skills).

Experience in project management, incl. monitoring project timelines, resource deployment and coordinating multiple independent work streams.

Knowledge of monitoring and evaluation systems, ability to identify and apply appropriate and effective indicators.

Experience in project financial management.

Professional training in project cycle management. Certification in project management (Prince2 or similar) is a distinct asset.

Strong analytical, drafting and organisational skills.

Knowledge of / experience with EMN-IES (European Migration Network – Information Exchange System) and its underlying IT-architecture is an asset.

Excellent communication skills to provide appropriate status updates to a variety of internal and external stakeholders.

Corporate Qualifications:

Experience in international context.

Proficiency in (verbal/written) English, proficiency in a major EU language, is an asset. Master’s degree (or equivalent) in migration, political science, international relations, law, development or a related field.


ICMPD offers an attractive compensation package. This position is classified at IP3 Grade, with an annual net-base salary starting at EUR 53,280. 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 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

5All 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 General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. 6

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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