The International Centre for Migration Policy Development
(ICMPD), an international organisation with its headquarters in Vienna,
Austria, is looking for qualified candidates to fill the above-mentioned
position.
ICMPD, IOM and ILO constitute the consortium that will implement the
project Support to Free Movement of Persons and Migration in West
Africa. The project aims to maximise the development potential of free movement of
persons and migration in West Africa by supporting the effective
implementation of the ECOWAS FreeMovement of Persons’ protocols and the
ECOWAS Common Approach on Migration.
The Project Support Unit (PSU), which will
implement the Project, will be based in Abuja. ICMPD leads the Demand Driven
Facility (DDF) component of the project, which will offer technical assistance
to the national institutions of the ECOWAS Member States and Mauritania, in the
areas of border management, labour migration management and counter
trafficking. The Project and Administrative Assistant will form part of the PSU
and provide administrative and logistical support to the DDF Coordinator,
Project Officers, and Finance Officer in setting up the DDF. Moreover the
Project and Administrative Assistant will provide administrative and logistical
support to the Project Officers in the selection, development and
implementation of DDF projects. S/he will be bilingual in English and French
and may need to regularly travel in the ECOWAS region and Mauritania.
Tasks and Responsibilities
The Project and Administrative Assistant will perform the
following specific tasks:
§ Provide logistical and administrative support to the
establishment of the DDF, inter alia by communicating with project partners on
routine matters, setting up meetings and arranging the logistics for meetings,
and taking notes at meetings.
§ Throughout project implementation, communicate with stakeholders (participants, partners, experts, contractors, project staff) on routine matters related to project activities.
§ Assist in organisation of DDF inception missions and kick-off meetings by being responsible for logistics and administrative arrangements.
§ Provide administrative support to expert recruitment.
§ Assist in the formulation of work plans and provide inputs to project resources planning in terms of formulation of the budget, such as overview of the costs related to logistics.
§ Draft standard project correspondence, including invitations, meeting agendas and Note Verbale.
§ Organise workshops, meetings, DDF missions, expert travel by being responsible for logistics: visa arrangements, flight bookings, locating/bookingmeeting facilities and hotel/accommodation (and related procurement process), calculate and request payment of DSA and frequently distribute DSA to participants on site (including carrying cash), backstop meeting arrangements on meeting site, and receive and reconcile travel claims.
§ Assist in the preparation of meeting folders, PowerPoint presentations reports and other documents as needed.
§ Assist the team in all tasks on site at meetings, including note taking.
§ Support reporting on activities.
§ Assist in preparation of substantive project outputs (collects inputs for project publications/policy papers/thematic reports, organise translation).
§ Provide inputs on project implementation to internal project reviews and assessments.
§ Assist in preparation (collect inputs, compile, edit) of operational reports/final reports to partners and donors.
§ Maintains project files and records and institutional project history, including project documentation electronically and on shared drive.
§ Collect inputs, drafts content (fact sheets, write-ups and updates on project events/activities) for public information and PR materials related to the project for the project web-site and ICMPD website, and disseminates to project partners by email and mail.
§ Performs such other duties as may be assigned.
§ Throughout project implementation, communicate with stakeholders (participants, partners, experts, contractors, project staff) on routine matters related to project activities.
§ Assist in organisation of DDF inception missions and kick-off meetings by being responsible for logistics and administrative arrangements.
§ Provide administrative support to expert recruitment.
§ Assist in the formulation of work plans and provide inputs to project resources planning in terms of formulation of the budget, such as overview of the costs related to logistics.
§ Draft standard project correspondence, including invitations, meeting agendas and Note Verbale.
§ Organise workshops, meetings, DDF missions, expert travel by being responsible for logistics: visa arrangements, flight bookings, locating/bookingmeeting facilities and hotel/accommodation (and related procurement process), calculate and request payment of DSA and frequently distribute DSA to participants on site (including carrying cash), backstop meeting arrangements on meeting site, and receive and reconcile travel claims.
§ Assist in the preparation of meeting folders, PowerPoint presentations reports and other documents as needed.
§ Assist the team in all tasks on site at meetings, including note taking.
§ Support reporting on activities.
§ Assist in preparation of substantive project outputs (collects inputs for project publications/policy papers/thematic reports, organise translation).
§ Provide inputs on project implementation to internal project reviews and assessments.
§ Assist in preparation (collect inputs, compile, edit) of operational reports/final reports to partners and donors.
§ Maintains project files and records and institutional project history, including project documentation electronically and on shared drive.
§ Collect inputs, drafts content (fact sheets, write-ups and updates on project events/activities) for public information and PR materials related to the project for the project web-site and ICMPD website, and disseminates to project partners by email and mail.
§ Performs such other duties as may be assigned.
Qualification and Experience
§ Three years of experience in project administration and
organisational management support in an international organisation context.
§ Proficient in spoken and written English and French. Knowledge of Spanish and Portuguese will be an advantage.
§ Good interpersonal skills, with the ability to work independently, as well as in a team.
§ Good computer skills, including the use of Microsoft Office Word, Outlook and Excel.
§ Knowledge of Nigeria, ECOWAS and the region will be an asset.
§ Work experience in an international organisation context will be a significant asset.
§ Proficient in spoken and written English and French. Knowledge of Spanish and Portuguese will be an advantage.
§ Good interpersonal skills, with the ability to work independently, as well as in a team.
§ Good computer skills, including the use of Microsoft Office Word, Outlook and Excel.
§ Knowledge of Nigeria, ECOWAS and the region will be an asset.
§ Work experience in an international organisation context will be a significant asset.
Remuneration
ICMPD offers a competitive salary commensurate with the successful
applicant’s experience and education.
How to apply:
Contact
Please address all your enquiries to vacancy@icmpd.org , indicating
vacancy number and title of post in the subject line.
Application Procedure
Interested candidates are requested to submit their application
through the ICMPD online recruitment system athttp://www.icmpd.org/Current-Vacancies.1665.0.html by
midnight (CET) of the closing date specified above. For this purpose, you will
first need to register with the ICMPD website. Once you have entered your data
you will be able to quickly apply for further vacancies and ICMPD can
contact you if opportunities matching your profile arise in the future.
Please note that in the course of the online application you
are requested toupload your CV preferably in the EuropeAid
format.www.justjobsng.com The template is available for download at http://www.icmpd.org/Current-Vacancies.1665.0.html .
Should you experience technical difficulties with the online
applicationsystem please send your application per e-mail to vacancy@icmpd.org , specifying the
type of difficulties you encountered. Recruitment starts immediately upon
publication of this vacancy announcement and posts may be filled already before
the indicated application deadline. Therefore, we encourage you to submit your
application early. Only short-listed applicants will be contacted. Interviews
are expected to be held from 23 to 24 October 2013 in Abuja. Applicants are
expected to be available during this time period for a personal interview.
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