Programme Assistant – The International Centre for Migration Policy Development عودة إلى الفرص

Posting Date: 21st September 2020 

Deadline for Applications: 5th October 2020 

Duty Station: Tunis, Tunisia 

Start Date: As soon as possible 

Contract Duration: 12 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 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 Programme Assistant position for the  Integrated Border Management Tunisia Programme phase III (IBM Tunisia III), funded by the Federal  Republic of Germany, the Kingdom of Denmark and the Republic of Austria, provides for continued  support to the various structures responsible for border management, for the modernization and  capacity-building of the Tunisian authorities and for the improvement of good governance by  promoting border security, stability and regional cooperation to facilitate trade and promote the  movement of persons and goods.  

Please note that this position is subject to approval and availability of project funds.  

Job Description: 

Under the overall supervision of the Project Manager, s/he will principally support the project team  with backstopping, logistical and administrative tasks, preparation and collection of financial  supporting documents and support the production of timely and accurate narrative and financial  reports for Donors. 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 Programme Assistant compiles data and prepares accurate and timely reports for financial and  administrative activities, in particular with regard to agreed donor reporting mechanisms for the  projects. S/he deals with payments in cash and from the office’s bank account, ensuring correctness  of supporting documentation. S/he coordinates the work of the Project(s) Assistant(s). 

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Tasks and Responsibilities: 

1. 1. Support to project administration within the programme:

▪ Provide administrative and logistical support to the project (expert contracting, procurement and  activities such as meetings, workshops, study visits, trainings, preparation and collection of  financial supporting documents, visa arrangements, flight bookings, meeting facilities and  accommodation, social programme, catering, participant lists, DSA calculations etc.); 

▪ Work with the SAP Business One software system (training provided by ICMPD), and liaise with  operations support and finance department; 

▪ Assist with meeting logistics (being responsible for e.g. meeting room, audio-visual equipment,  name tags, logistics for arrivals and departures, DSA payments in cash); 

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

▪ Deliver efficient, timely and innovative support to the organisation of events; ▪ Assist in procurement processes for conferences/seminar services or other procurement actions  foreseen in projects;  

▪ Draft routine correspondence, Notes Verbale, communication with service providers, interpreters,  experts and other relevant counterparts; 

▪ Maintain a filing system; 

2. Support to project activities within the programme:

▪ Collect, compile and organise background documents and other materials for meetings; ▪ Prepare briefings, summaries, graphs and presentations as input to various organisational  processes; 

▪ Support project audits by ensuring documentation is in place; 

▪ Under the guidance of the Project Manager and in consultation with relevant colleagues at project  and institutional level, contribute to innovative methodologies and operating procedures, in line  with ICMPD rules and procedures, to constantly improve the efficient implementation of the  Project Activities; 

▪ Assist the Project Manager with administrative/logistical tasks if and when required; ▪ Perform other ad hoc and general administrative support as required. 

3. Support to Donor reporting requirements

▪ Support development and maintenance of all quantitative and qualitative monitoring tools; ▪ Support the production of timely and accurate narrative and financial reports for the Donor(s) in  line with reporting requirements and the forecasting and coordination of reporting activities; ▪ Ensure that Donor(s) reports are developed in coordination and consultation with the Project  Manager, the respective ICMPD operation teams, such as Corporate Resources Management(  CRM), and Procurement Units at Headquarters and the Project Assistant(s) to ensure necessary  information is being accurately captured; 

▪ Maintain a database of the final versions of the reports.

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Key Results: 

▪ Support functions related to project development within the programme and implementation  executed promptly, accurately and efficiently. 

▪ Project activities supported by efficient and timely implementation of logistical support to  programme events, meetings and workshops. 

▪ Donor reports prepared in line with donor requirements and following the applicable ICMPD  business processes. 

▪ Efficient coordination of Project(s) Assistant(s) ensured. 

▪ Regular follow-up and exchanges with Head of Programme and Project Managers. ▪ 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.

Compensation:  

ICMPD offers an attractive compensation package. This position is classified at LS2 Grade, with an  annual net-base salary starting at EUR 9.780. Additional benefits include participation in the ICMPD  Provident Fund, Health and Accident Insurance, six weeks’ annual