Project Officer, Grants Coordination
Vacancy Announcement VA20P104V03 Project Officer, Grants Coordination Mobility Partnership Facility (MPF)
Posting Date: 10 September 2020 th
Deadline for Applications: 24 September 2020
Duty Station: Brussels, Belgium
Start Date: As soon as possible
Contract Duration: 24 months (with possibility of extension)
Type of Post: International Organisational Overview:
The International Centre for Migration Policy Development (ICMPD) is an international organisation taskedwithpromotinginnovative,comprehensiveandsustainablemigrationpolicies.With18Member States and over 75 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 250+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.
The Mobility Partnership Facility (MPF) is an EU-funded initiative contributing to the Global Approach to Migration and Mobility (GAMM). The MPF aims to strengthen the European Union (EU) dialogue and cooperation on migration and mobility issues with its main partner countries in this area. Launched in January 2016 and through its Call for Proposals, the MPF was able to fund 21 Actions involving 15 European Member States (EU MS), 8 Mobility Partnership (MP) countries and 2 countries that have signed a Common Agenda on Migration and Mobility (CAMM). Based on the success of the first phase, the project has broadened its scope in 2018 with four Pilot Projects on Legal Migration supporting innovative partnerships between Lithuania and Nigeria, Belgium and Morocco, France and Egypt, Morocco, and Tunisia, as well as Spain and Morocco. In January 2020, the MPF entered its third phase and will continue to position itself as a bridge-builder between EU MS and partner countries. ICMPD is inviting all interested candidates to apply for the position of Project Officer Grants Coordination for the MPF Project. Please note that this position is subject to approval and availability of project funds.
The Project Officer-Grants Coordination (MPF) is responsible for all stages of the MPF grant cycle from management of the rolling Call for Proposals and the ensuing evaluation process including legal, administration and financial compliance; negotiation and contracting; to technical and financial monitoring; ongoing guidance and support to implementation; to project closure. The Project Officer- Grants Coordination (MPF)is charged with managing an Apex monitoring tool and reporting system to collate and report up to the MPF programmes indicators and to serve as an early warning system for over/under spending or other risks. The Project Officer-Grants Coordination (MPF) will supervise the work of two Project/Grants Officers and ensure the effective oversight of grant implementation with their support – including regular meetings/calls with grantees, revision of financial and narrative reports, audit oversight, field visits, etc.S/hewillfurtherberequiredtodevelopabespokemonitoringtooltosupportknowledgemanagement and capture lessons learned from the MPF’s projects – looking for qualitative trends beyond only the financial/milestone based usual standard. S/he will further be charged with the oversight and incubation of pilot monitoring initiatives with MP and/or CAMM countries including an online
prototype in conception.
The Project Officer-Grants Coordination (MPF) contributes to the production of substantive project
content and prepares inputs to donor and other reports.
The Project Officer- Grants Coordination (MPF) works under the supervision of the Senior Programme
Managerand inclosecollaboration with theotherprojectteammembersandother departmentssuch
the project stakeholders and partners.
Tasks and Responsibilities:
1. Planning and implementation of activities:
Ensure compliance of grant management procedures in-line with donors’ and ICMPD’s rules
Develop and improve processes as needed and in consultation with the Senior Programme Manager,
RMU and as appropriate, with CRM.
Provide support to potential grantees to prepare application package and ensure eligibility of the action/project
Supervise the preparation of, or directly prepare, the grant contracts, amendment/reshuffle of grant contracts in close cooperation with RMU
Monitor financial, administrative and legal aspects of the grants:
o Provide guidance and support to the grantees
o Review the report packages in close cooperation with the Project Officer leading the
action/project and with RMU
o Ensure deliverables are submitted on schedule, liaise between the grantees and RMU when
special measures need to be taken
o Ensure proper filing and archiving of grant documentation and related information, soft and
Regularly monitor expenditures and disbursements for awarded grants to ensure that budget
allocations are not exceeded, and recommend corrective action as required.
Assist the Senior Programme Manager and RMU in the monitoring of the MPF budget related to grants Ensure that an effective risk management and early warning system is in place relating to the grant programme
Assist RMU in case of audit
Perform any other duties that may be assigned or required
Maintain up-to-date project database including in ICMPD project management tool and take the lead in the apex monitoring of the grant contributions to the MPF programme objectives
Contribute to the preparation of donors reports for the project
Assess potential risks of grants and suggest mitigating measures in close coordination with the Project Manager and responsible Project Officers. Propose solutions and corrective action.
Take part in and lead monitoring missions
Capture quantitative and qualitative data from the regular grantee monitoring reports prepared by the Grants/Project Officers and ensure effective monitoring and reporting at this Apex level to contribute
to lessons learned, knowledge management and effective reporting at the MPF programme level3. Project content, reporting and contribution to project development: Assist the Senior Programme Manager and RMU in the monitoring of the MPF grants budget for
financial yearly closure, preparation of yearly budget and preparation of audit.
Manage and oversee the management of multiple grant contracts and report on these at programme
level to provide concise information for RMU and donors on payment forecasts, expenditure levels,
Prepare inputs to project reports, presentations, and briefs – both narrative and financial as well as for
requests from institutional donors.
Report in a timely way to donors and partners, formulate and draft progress and final reports for
projects in her/his portfolio, gathering statistical information.
Participate in conferences/meetings/seminars relevant for the respective areas of work.
Perform other duties that may be assigned or required
Programme activities organised implemented according to work plan.
Grant projects administered according to ICMPD´s rules, processes, and donor requirements.
Financial expenditures on activity level controlled and maintained within the budgetary limits.
Programme level grant reports prepared according to donor agreements.
Project achievements assessed and lessons learned generated.
Ideas and concepts for new projects identified and new projects formulated.
Monitoring, risk management and early warning system in place and up to date.
A minimum of 5 years professional experience working in a donor-funded context – experience in
Africa, Levant or Eastern Partnership countries, is an advantage.
A minimum of 3 years of work experience in EU-funded grant management – including the
management of Call for Proposals, Evaluation Committees, contract preparation, grant contract
oversight and management.
A minimum of 3 years of relevant professional experience in monitoring and monitoring system
Experience in database development/management and other knowledge management tools for
monitoring an asset.
Demonstrated ability to support grant contract implementation and assist grantees to succeed
Understanding of project cycle management and logical framework approach.
Demonstrated capacity to understand and manage budgets and prepare financial reports.
Solid analytical, drafting, reporting and organisational skills.
Strong ICT skills in MS applications.
Professional training in project cycle management is an asset.
Willingness to travel.
Experience in an international context.
Proficiency in (verbal/written) English. Proficiency in a major EU language, Russian, or Arabic is an
Master´s degree related to the area of work.
ICMPD offers an attractive compensation package. This position is classified at IP3 Grade with an
annual net-base salary starting at 53,289.00 EUR. 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
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, the motivation letter and personal CV must be
uploaded in the EuropeAid format in English. The template is available for download at
All applicants areencouraged to apply as soonas possible afterthevacancy hasbeen posted andwellbefore
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 email@example.com.
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 theexecution of the
tasks and duties, which may warrant adherence to security protocols, and/or health procedures.