Programme Assistant

Vacancy Announcement VA20P123V01 Programme Assistant

IBM Tunisia Phase III

Posting Date: 21 September 2020

Deadline for Applications: 5 October 2020

Duty Station: Tunis, Tunisia

Start Date: As soon as possible

Contract Duration: 12 Months

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:

ICMPD is inviting all interested candidates to apply for the Programme Assistant position for the Integrated Border Management Tunisia Programme phase III (IBM Tunisia III), funded by the Federal Republic of Germany, the Kingdom of Denmark and the Republic of Austria, provides for continued support to the various structures responsible for border management, for the modernization and capacity-building of the Tunisian authorities and for the improvement of good governance by promoting border security, stability and regional cooperation to facilitate trade and promote the movement of persons and goods.

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

Under the overall supervision of the Project Manager, s/he will principally support the project team with backstopping, logistical and administrative tasks, preparation and collection of financial supporting documents and support the production of timely and accurate narrative and financial reports for Donors. 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 Programme Assistant compiles data and prepares accurate and timely reports for financial and administrative activities, in particular with regard to agreed donor reporting mechanisms for the projects. S/he deals with payments in cash and from the office’s bank account, ensuring correctness of supporting documentation. S/he coordinates the work of the Project(s) Assistant(s). 1Tasks and Responsibilities:

1. Support to project administration within the programme:

Provide administrative and logistical support to the project (expert contracting, procurement and activities such as meetings, workshops, study visits, trainings, preparation and collection of financial supporting documents, visa arrangements, flight bookings, meeting facilities and accommodation, social programme, catering, participant lists, DSA calculations etc.); Work with the SAP Business One software system (training provided by ICMPD), and liaise with operations support and finance department;

Assist with meeting logistics (being responsible for e.g. meeting room, audio-visual equipment, name tags, logistics for arrivals and departures, DSA payments in cash); Implement steps in recruitment processes for project staff and experts according to ICMPD rules and procedures. Prepare vacancy notices, organise expert travel;

Deliver efficient, timely and innovative support to the organisation of events; Assist in procurement processes for conferences/seminar services or other procurement actions foreseen in projects;

Draftroutinecorrespondence,NotesVerbale,communicationwithserviceproviders,interpreters, experts and other relevant counterparts;

Maintain a filing system;

2. Support to project activities within the programme:

Collect, compile and organise background documents and other materials for meetings; Prepare briefings, summaries, graphs and presentations as input to various organisational processes;

Support project audits by ensuring documentation is in place;

Under theguidanceoftheProjectManagerand inconsultationwithrelevantcolleagues at project and institutional level, contribute to innovative methodologies and operating procedures, in line with ICMPD rules and procedures, to constantly improve the efficient implementation of the Project Activities;

Assist the Project Manager with administrative/logistical tasks if and when required; Perform other ad hoc and general administrative support as required. 3. Support to Donor reporting requirements

Support development and maintenance of all quantitative and qualitative monitoring tools; Support the production of timely and accurate narrative and financial reports for the Donor(s) in line with reporting requirements and the forecasting and coordination of reporting activities; Ensure that Donor(s) reports are developed in coordination and consultation with the Project Manager, the respective ICMPD operation teams, such as Corporate Resources Management( CRM), and Procurement Units at Headquarters and the Project Assistant(s) to ensure necessary information is being accurately captured;

Maintain a database of the final versions of the reports.

2Key Results:

Support functions related to project development within the programme and implementation executed promptly, accurately and efficiently.

Project activities supported by efficient and timely implementation of logistical support to programme events, meetings and workshops.

Donor reports prepared in line with donor requirements and following the applicable ICMPD business processes.

Efficient coordination of Project(s) Assistant(s) ensured.

Regular follow-up and exchanges with Head of Programme and Project Managers. 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. Incumbent Profile:

A minimum of 4 years of experience in the support of programme/project administration and implementation of programme activities in an international organisation context. Experience in supporting donor reporting (both narrative and financial). Knowledge of ERP systems, knowledge of SAP is an asset.

Excellent organisational skills with attention to detail and accuracy. Experience in managing conflicting priorities and working within tight deadlines. Strong teamwork and interpersonal skills.

Adaptability and flexibility.

Excellent command of standard MS-office software.

Corporate Qualifications:

Experience in an international context.

Proficiency in (verbal/written) English, French and Arabic.

Bachelor´s degree in a relevant field.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at LS2 Grade, with an annual net-base salary starting at EUR 9.780. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual

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. 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. 4