Project Assistant

Vacancy Announcement VA19P061V02 Project Assistant

Policy Unit

Posting Date: 16 July 2019 st

Deadline for Applications: 31 July 2019

Duty Station: Vienna, Austria

Proposed Start Date: As soon as possible

Contract Duration: 31 May 2020

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 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 Overview:

ICMPD is inviting all interested candidates to apply for the position as Project Assistant for the two projects “Youth work in the context of integration of young refugees and migrants in Austria – YMRA” and “Migration.Kommunikation.Schulen – MIKS”.

The two projects are both targeting Austrian stakeholders and counterparts in the areas of youth work, integration, social cohesion, and migration communication in schools. The overall objective of YRMA is to support the development of a national strategic approach for an improved and more effective coordination of different actors involved in the integration of young refugees and migrants in the context of youth work in Austria.

The overall objective of MIKS is to provide information on migration in an age-appropriate manner, thereby raising awareness of a nationwide responsibility for migration within the Austrian society, mainly at schools throughout Austria.

Job Description:

The Project Assistant implements administrative 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 ICMPD rules and procedures and administers contracts. S/he processes payments and maintains project´s filing system.

The Project Assistant provides support to the implementation of project activities. S/he organises project events and meetings being responsible for the logistical arrangements and DSA payments. 1S/he collects, compiles and organises inputs to meetings, project reports, presentations, communication materials and towards formulation of new projects.

The Project Assistant works under the supervision of the Project Manager contributing to a smooth and timely delivery of project activities under the projects’ work plans and collaboratively with all members of project teams, the Programme Assistant and Head of Unit, and the counterparts in ICMPD for implementation of the tasks.

Tasks and Responsibilities:

1. Support to Project Administration:

Assist in implementation of project activities in accordance with the work plan; Prepare administrative documents, collect and compile inputs to documents; Draft routine correspondence for project implementation;

Prepare inputs to implementation processes such as recruitment of expert, procurement and contracting;

Implement steps in recruitment processes for project staff and experts according to ICMPD rules and procedures. Prepare vacancy notices, organise expert travel;

Implement steps in procurement processes according to ICMPD rules and procedures; Collect and control timesheets;

Administer contracts with service providers, interpreters and experts. Monitor payment schedules and implement payments;

Process payments in SAP;

Maintain documents according to the project filing system.

2. 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 and implement DSA payments in cash;

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.

3. Support to Project Formulation:

Collect, compile and organise inputs to formulation of project proposal and documents for new projects.

Key Results:

Administrative activities implemented promptly, accurately and efficiently; 2 Project activities supported by efficient and timely implementation of logistical support to project events, meetings and workshops;

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; Payments implemented correctly and timely through SAP;

Formulation supported by timely and correct preparation of supporting documents. Incumbent Profile:

A minimum of 2 years of experience in project administration and implementation of projects in an international setting;

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 conflict 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 working in projects;

Proficiency in (verbal/written) English and German, proficiency in another major EU language, Russian, or Arabic is an asset (for HQ based positions), proficiency in language of the duty station is a requirement (for field positions);

Bachelor’s degree in a relevant field.

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, the motivation letter and personal 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. 3General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. 4