( offre en anglais ) The International Centre for Migration Policy Development (ICMPD) recrute un(e) assistant de projet Retour vers les opportunités

Mediterranean City-to-City Migration Project (MC2CM

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:

The Mediterranean City-to-City Migration Project (MC2CM) brings together experts and cities
to contribute to improved migration governance at city level. The project is funded by the
European Union through the Directorate General for Neighbourhood and Enlargement
negotiations and co-funded by the Swiss Agency for Development and Cooperation. Since
2015, the project has brought together 9 cities and stakeholders from Europe and Southern
Mediterranean region. The second phase of the project will begin in 2018 and bring a scaling
up of action and broadening of the network.
Please note that this post is subject to approval and availability of project funds.

Job Description:

The Project Assistant supports implementation of activities of the Mediterranean City-to-City
Migration project (MC2CM). 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. S/he also provides
support to communication and monitoring and evaluation tasks.
The Project Assistant works under the supervision of the Project Officer ensuring a smooth
and timely delivery of project activities under the Project(s)’s work plan and collaboratively with
all members of Project Team(s) at the Regional Coordination office for the Mediterranean.

Tasks 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;
•  Draft routine correspondence for project implementation;
•  Prepare inputs to implementation processes such as recruitment of expert,
  procurement and contracting;
•  Assist in processes for recruitment of project staff and experts. Prepare vacancy
  notices, coordinate with RRMO and Finance Officer 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;
•  Maintain the project filing system;
•  Compile and prepare inputs to PI/PR materials as required;
• Support implementation of project-related communication activities;
•  Perform any other duties as required.
  2. Project Procurement:
•  Assist project components in the prompt delivery and observance of appropriate tender
  specifications and acquisition/procurement procedures;
•  Conduct market research (for regular service procurements below EUR 100.000 (i.e.
  hotel, translation, interpretation services, etc.);
•  Participate in developing technical specifications, terms of references and/or RfQ,
  (input of external expertise) in consultation with the Project Officer as well as the project
  stakeholders and donor as required;
•  Prepare procurement documents (Specs/TORs/RfQs) in ICMPD format;
•  Submit a e-requisition in SAP.
  3. Project Formulation:
•  Assist in formulation of new project proposals/tenders by preparing administrative
  documents, correspondence, collect and compile inputs;
•  Support activities related to implementation of communication plan, including assisting
  in the writing of articles for website, newsletters, social media material etc.

  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.