Project Assistant

Vacancy Announcement VA20P096V01 Project Assistant

Programme Governance Strategy (ProGreS)

Posting Date: 26 June 2020 th

Deadline for Applications: 10 July 2020

Duty Station: Tunis, Tunisia

Start Date: 1 September 2020

Contract Duration: 10 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 18 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 Project Assistant for the ProGreS Project. The overall objective of this project is to support the operationalization of the National Migration Strategy of Tunisia through capacity building of the relevant institutions and conducting a National Migration Survey (TUNISIA-HIMS).

Please note that this position is subject to approval and availability of project funds. 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 supportof recruitmentand procurementactions in line withICMPD 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 projecteventsandmeetingsbeingresponsibleforthelogisticalarrangementsandDSApayments.S/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 project(s)’s work plan and collaboratively with all members of project team(s) and the counterparts in ICMPD for implementation of the tasks.. 1Tasks and Responsibilities:

1. Project implementation:

Assist in implementation of project activities in accordance with the work plan; Prepare administrative documents, collect and compile inputs to documents; Prepare inputs to implementation processes such as recruitment of expert, procurement and contracting;

Draft routine correspondence to experts, project counterparts and service providers in both English and Arabic;

Assist in processes for recruitment of project staff and experts. Prepare vacancy notices, coordinate with PMOD (in HQ) or Administrative and Finance Officer (in Project Offices) and follow-up;

Assist in procurement processes for conference/seminar services or other procurement actions foreseen in projects;

Process actions in SAP and other systems;

Administer contracts with service providers, interpreters and experts; Collect,compileandorganise backgroundmaterials,documentsandothermaterials formeetings; Compile project reports;

Prepare inputs to reports, summaries, graphs and inputs to presentations in support to various project activities;

Provide support to the organisation of workshops and meetings being responsible for visa arrangements,flightbookings,meetingfacilitiesandaccommodation,socialprogramme,catering, participant lists, DSA calculations;

Is responsible for meeting logistics; meeting rooms, audio-visual equipment, name tags, logistics for arrivals and departures, DSA payments in cash.

Support the project team in preparing and providing backstopping during missions; Maintain the project filing system;

Compile and prepare inputs to PI/PR materials as required;

Support implementation of project-related communication activities;

Support with ad-hoc translation and interpretation (English-Arabic);

Prepare minutes and summaries of actions to be taken;

Perform any other duties as required.

2. Project formulation:

Provide inputs to formulation of project proposal and documents for new projects as required. Key Results:

Administrative and logistical support activities implemented promptly, accurately and efficiently; Project implementation supported by efficient and timely support to organisation of activities; Project formulation supported by timely and correct preparation of supporting documents; Project filing system maintained;

Procurement and recruitment processes implemented timely and in line with ICMPD rules and procedures and following the system steps;

Working relationship with service providers and experts handled efficiently and in a professional manner.

2Incumbent 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 Arabic. Proficiency in French is an asset. Bachelor´s degree.

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 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. General 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 the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. Selected candidates will have to provide a signed statement of exclusivity and availability, as well as evidence supporting the educational and professional experience record as per their application. 3