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تعلن  (International Centre for Migration Policy Development (ICMPD في عمان عن حاجتها الى :

Project Assistant

Project Assistant / VA18P026V01

Deadline for applications: 21st March 2018

Duty station: Amman - Jordan

Start date: As soon as possible

Contract duration: 31st December 2018

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 15 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 Background

ICMPD is inviting all interested candidates to apply for the above-mentioned position in the framework of the “Support to the Mobility Partnership between the European Union and the Hashemite Kingdom of Jordan (JEMPAS)” project.

The JEMPAS project is a technical assistance project with the overall aim to support the implementation of the Mobility Partnership between the EU and the Hashemite Kingdom of Jordan with a specific focus on strengthening the capacity of the Jordanian government to develop and implement their national migration policies. This will entail close coordination and cooperation with experts from the involved EU Member States’ administrations (Bulgaria, Hungary, Poland, Portugal and Romania). The project consists of two components, correspondingly the specific objectives are:

1. Component I: Strengthen the capacities of Jordan to more effectively reach out to and engage with Jordanian expatriate communities abroad.
2. Component II: Enhance the efforts of relevant authorities to prevent trafficking in human beings, increase the prosecution of traffickers and provide protection and assistance to victims of trafficking.

The National Project Assistant will work in close cooperation with the entire project team and under the direct supervision of the Project Coordinator to whom s/he will report.

Please be advised that his post is subject to the approval and availability of project funding.

Job Description

• The Project Assistant supports implementation of activities of one or several project(s). S/he carries out tasks in support of project development and implementation and provides administrative support to project management processes.
• The Project Assistant is responsible for the administrative processes and support functions in projects. S/he organises project events and meetings being responsible for the management and implementation of the logistical arrangements and follow up. S/he compiles and prepares inputs to meetings, project reports, presentations and communication materials and processes activities in support of recruitment and procurement actions as well as manages contracts with contractors. S/he is responsible for maintaining project’s filing system.
• The Project Assistant further ensures the administrative and organisational aspects of the field office.
• The Project Assistant works under the supervision of the Project Coordinator/ Head of Office ensuring a smooth and timely delivery of project activities and administrative field office tasks and collaboratively with all members of the Project Team.

Tasks and Responsibilities

•  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, compile and organise background materials, documents and other materials for meetings;
• 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, flight bookings, meeting facilities and accommodation, social programme, 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;
• Provide inputs to formulation of project proposal and documents for new projects as required.
• Perform any other duties 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.

Incumbent Profile

• A minimum of 3 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;
• Bachelor´s degree.

Compensation:

ICMPD offers an attractive compensatory package, participation in the ICMPD Provident Fund and Health Insurance Scheme. Additional benefits include six weeks’ annual leave and, where applicable, a dependency rate.

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.

Technical Support

In the event of a technical issue with your application, please email recruitment@icmpd.org.