Project Assistant

Vacancy Announcement VA20P115V02 Project Assistant

European Return and Reintegration Network th

Posting Date: 10 September 2020 th

Deadline for Applications: 24 September 2020

Duty Station: Brussels, Belgium

Start Date: As soon as possible

Contract Duration: 12 months (with possibility of extension) 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:

The European Return and Reintegration Network (ERRIN) is an operational initiative, developed by a consortium of migration agencies from over 15 European countries in close co-operation with the Directorate-GeneralforMigrationandHomeAffairsoftheEuropeanCommissionandFRONTEX.ERRIN aims to implement activities that support, facilitate, and improve national return practices. The scope ofERRINincludesvoluntaryaswellasforcedreturnandpost-arrivalaswellaspre-departureactivities. ICMPD, an ERRIN implementing partner, is inviting all interested candidates to apply for the Project Assistant position within ERRIN.

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

The Project Assistant acts as the focal point for the ERRIN Management Team, comprised of three to fourmembers,and supports them in theirdaily administrative needs. S/heimplementsadministrative 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 the applicable rules and procedures.

The Project Assistant provides support to the implementation of project activities. S/he organises project events and meetings being responsible for the logistical arrangements. S/he collects, compiles and organises inputs to meetings, project reports, presentations, and communication materials.The Project Assistant works under the supervision of the Senior Programme Manager and collaboratively with all members of project team andother counterparts in the implementation of the

tasks.

Tasks and Responsibilities (per Job Component):

1. Support to ERRIN Management Team:

Manage the agendas of the ERRIN Management Team;

Draft notes, letters, official e-mails, inputs to reports and memoranda;

Organise ERRIN Management Team meetings including preparation of minutes;

AssisttheERRINManagementTeamintheorganisationoftheERRINboardmeetingsincluding

preparation of minutes;

Welcome and accompany external visitors;

Organise ad-hocmeetingsand events fortheERRINManagement Team includinglogisticsand

preparation of minutes;

PreparethetravelarrangementsfortheERRINManagementTeamincludingliaisingitineraries

and printing travel documents;

Process reimbursements for travel and other costs incurred by the ERRIN Management Team

in line with the applicable rules and regulations;

Provide administrative support for the members of the ERRIN Management Team such as

arranging forms and liaising with Dutch administrative support in the Ministry of Justice and

Security;

Act as a focal point for the Permanent Representation of the Netherlands.

2. Support to Project Administration:

Prepare administrative documents, collect and compile inputs to documents;

Draft routine correspondence for project implementation;

Prepare inputs to implementation processes such as recruitment of experts, procurement

and contracting;

Collect and control timesheets;

Maintain documents according to the project filing system.

3. Support to Project Activities:

Implement administrative activities and processes in support to the organisation of project

events, 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;

Collect, compile and organise background materials, documents and other materials for

meetings;

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.

2Key Results (as per Job Component):

IndividualmembersoftheERRINManagementTeamareappropriatelysupportedbyprovision

of administrative services.

Administrative activities implemented promptly, accurately and efficiently.

Project activities supported by efficient and timely implementation of logistical support to

project events, meetings and workshops.

Administrative steps in the procurement and recruitment processes implemented timely and

in line with applicable rules and procedures and following the applicable business processes.

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 conflicting 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 and French, proficiency in Dutch and/or French is an

asset;

Bachelor´s degree in a relevant field.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at S1 Grade, with an

annual net-base salary starting at EUR 25.824. 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.

3General Information:

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

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