Project Assistant

Job Description

Main Purpose

Under the supervision and guidance of the Project Manager, the Project Assistant provides support to the implementation of project activities. S/he organises project events and meetings being responsible for the support of logistical arrangements. S/he organises inputs to meetings, project reports, presentations, communication materials and towards the formulation of new projects. Role As an active member of the project, country, and/or regional teams, the Project Assistant contributes to the efficient operation of project implementation by providing assistance and advice on the standard administrative practices and operating procedures of ICMPD.

Functions / Key Results Expected

• Support the implementation of project activities in accordance with the work plan and support the formulation of proposals and documents for new projects.
• Draft routine correspondence, format reports, technical documents, communication, and other material in accordance with standard ICMPD operating procedures.
• Prepare inputs to implementation processes such as recruitment of experts, procurement, and contracting. Administer contracts with suppliers, service providers, interpreters, and experts. Monitor payment schedules and implement payments.
• Make arrangements for internal/external meetings and other events, including the logistics, preparation of invitation letters, compilation, and distribution of working documents and other materials. Organise meeting facilities and accommodation, social programme, catering, audio-visual equipment, and logistics for arrivals and departures.
• Make visa, travel, and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.
• Take and prepare minutes and/or notes of internal meetings.
• Update and maintain information databases, such as mailing lists, document tracking systems, and management reporting systems on the status and completion of work plans.

Required Expertise

• Effective administrative support to the management of projects and project teams in an international context.
• Capability to establish effective relationships within project teams to understand and meet their needs.
• Ability to gather and analyse information, identifying critical relationships and patterns among data and proposing workable solutions.
• Upon consultation with supervisor/manager, the ability to make decisions in full compliance with ICMPD’s operational regulations and rules.
• Client orientation.
• Capability to successfully build strategic networks and partnerships.
• Teamwork.

Qualifications, Experience and Language Skills

• Bachelor’s Degree related to the area of work.
• 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.
• Experience in managing conflict priorities and working with tight deadlines.
• Strong teamwork and interpersonal skills.
• Excellent command of standard MS-office software.
• Proficiency in (verbal/written) English. Proficiency in Armenian.

Closing Date: 21/11/2022

About the Organization

The International Centre for Migration Policy Development (ICMPD) was founded in 1993, upon the initiative of Austria and Switzerland. The organisation was created to serve as a support mechanism for informal consultations, and to provide expertise and efficient services in the newly emerging landscape of multilateral co-operation on migration and asylum issues. ICMPD today is an international organisation with thirteen Member States (Austria, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, Hungary, Poland, Portugal, Romania, Slovakia, Slovenia, Sweden and Switzerland), about 100 staff members, a mission in Brussels and regional offices and representatives throughout Europe, Northern Africa and the Middle East. ICMPD holds UN observer status. The purpose of ICMPD is to promote innovative, comprehensive and sustainable migration policies and to function as a service exchange mechanism for governments and organisations. ICMPD's working philosophy is based upon the conviction that the complexities of migration can only be met by working in partnership with governments, research institutes, international organisations and civil society and its organisations. This approach is reflected in ICMPD's working method, based on three interlinked pillars: • Intergovernmental dialogues: with the aim to foster governmental discussion and enhance inter-state dialogue in the current debate on international migration, ICMPD acts as Secretariat to the consultative Budapest Process (50 European and Eurasian states), as an implementing organisation for the Building Migration Partnership Process and for the Dialogue on Mediterranean Transit Migration which brings together European as well as Mediterranean Arab states. It supports the Africa-EU Partnership on Migration, Mobility and Employment (MME). • Capacity building: with the aim to contribute to a good migration governance and to strengthen national and regional capacities in order to deal with the current challenges in various fields of migration, ICMPD develops and organises training and capacity building programmes, facilitates international and interagency co-operation and supports governmental and administrative bodies in their institution building efforts and legal reforms in areas such as illegal migration and return, trafficking in human beings, border management and visa, asylum, migration and development, legal migration and integration. • Research and documentation: with the aim to facilitate co-operation and synergy within and beyond the research community and to respond to an increased demand for a more policy relevant research, ICMPD conducts policy orientated, empirical research using a comparative, interdisciplinary and international approach. The ICMPD library offers one of the largest collections of migration-specific literature in Austria. Together with a profound understanding of our partners' working, environment ICMPD provides cutting-edge expertise, sound and policy-oriented research, proficiency in establishing information exchange mechanisms, strong programme development and implementation skills and wide-ranging international networking capacities. As an international organisation with a strong European vocation, ICMPD‘s activities focus strongly on developments in Europe, in the EU and its institutions. These goals are reflected in the organisational structure of ICMPD with its four directorates: • General Affairs and Research: focusing on close and trustful relations to ICMPD member states and strategic partners. • Human and Financial Resources: including the guarantee of project monitoring and quality assurance • Eastern Dimension and Southern Dimension covering also the relevant regional processes and including six Competence Centres: Illegal Migration and Return; Trafficking in Human Beings; Border Management and Visa; Asylum; Migration and Development; Legal Migration and Integration. These competence centres reflect the expertise developed over many years at ICMPD and avail of highly qualified staff.