Abt Associates

Programe Assistant

Abt Associates

Job Description


Vacancy Announcement VA20P075V02 Programme Assistant

Regional Coordination Office, Western Balkans and Turkey

Posting Date: 5 June 2020 th

Deadline for Applications: 19 June 2020

Duty Station: Ankara, Turkey

Start Date: 15 July 2020

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 isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Programme Overview:

ICMPD Regional Coordination Office for Western Balkans and Turkey is responsible for developing and managing the ICMPD portfolio in Turkey and Western Balkan countries, through its project and field offices at country level.

ICMPD is inviting all interested candidates to apply for the Programme Assistant for the ICMPD Regional Office for Western Balkans and Turkey.

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

The Programme Assistant-Regional Coordination Office (RCO), Western Balkans and Turkey, supports theimplementationofactivitiesofoneorseveralproject(s).S/hecarriesouttasksinsupportofproject development and implementation and provides administrative support to project management processes.

The Programme Assistant (RCO) is responsible for the administrative processes and support functions to the Regional Coordinator and to the Regional Coordination Office for the Western Balkans and Turkey and in assigned 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 Regional Coordination Office’s filing system. 1The Programme Assistant (RCO) works under the supervision of the Regional Coordinator, Western BalkansandTurkeyandincollaborationwiththeresponsibleRegionalPortfolioManagerand/orSenior ProjectManagers,ensuringasmooth andtimely deliveryofproject activities under the workplan and working collaboratively with all members of Project Team(s) in all offices of the Regional Coordination Office

Tasks and Responsibilities:

1. Administrative support to the Regional Coordinator and the Regional Coordination Office Act as as the communications and visibility focal point for the Regional Coordination Office; Provide support for internal and external meeting organisation and preparation of the respective meeting minutes,

Draft correspondence with external stakeholders;

Provide assistance with ad-hoc informal translations as requested;

Follow the media for main migration-related developments and prepare regular overviews as requested;

Assist in the preparation and organisation of travel and missions of the Regional Coordinator; Fulfill other administrative tasks as assigned by the Regional Coordinator related to functioning of Regional Coordination Office.

2. Project Implementation:

Assist the Regional Coordinator in the 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 such as communication with service providers, experts, staff in the field, relevant counterparts etc.;

Prepare inputs to implementation processes such as recruitment of expert, procurement, contracting and visibility;

Assist in processes for recruitment of project staff and experts. Prepare vacancy notices, coordinate with Human Resources Management /other relevant departments (in HQ),respective Administrative and Finance Officer(s) 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,compileandorganise backgroundmaterials,documentsandothermaterials formeetings; Compile and prepare inputs to reports, summaries, graphs and inputs to presentations in support to various project activities;

Provide support to the organisation of major project activities such as workshops and meetings being responsible for visa arrangements, flight bookings, meeting facilities and accommodation, social programme, catering, participant lists, DSA calculations;

Organise regular and ad-hoc progamme and project meetings; prepare minutes and summariesof actions to be taken, track progress on planned issues, follow-up with ICMPD staff; Maintain the project filing system.

23. Project Formulation

Assist in the formulation of new projects/tenders by preparing project administrative documents, correspondence, collect and compile inputs.

Key Results:

Administrative and logistical support activities for the Regional Coordinator and the Regional Coordination Office, implemented promptly, accurately and efficiently;

Project implementation supported by efficient, timely and innovative support to organisation of activities;

Project formulation supported by timely and correct preparation of supporting documents. Regional Coordination Office filing system maintained;

Procurement and recruitment processes implemented timely and in line with ICMPD rules and procedures and following the system steps.

Incumbent Profile:

A minimum of 4 years’ of experience in project Administration and implementation of projects in an international organisation context;

Experience in organisation of events and meetings;

Experience in supporting human resources and procurement and tender processes; Knowledge of ERP systems – knowledge of SAP in an asset;

Good organisational skills with attention to detail and accuracy;

Experience in managing conflict priorities and working with tight deadlines; Strong team work and interpersonal skills;

Adaptability and flexibility;

Excellent command of standard MS-office software.

Corporate Qualifications:

Evidence of work experience in a similar administrative field. ;

Bachelor´s degree in a relevant area is required.

Proficiency in (verbal/written) English and Turkish is required, proficiency in other EU and region- related languages, is an asset.

Experience of working in an international project environment, is a distinct asset Compensation:

ICMPD offers an attractive compensation package. This position is classified at LS2 Grade, with an annual net-base salary starting at EUR 11,904. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

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. 3Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust 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.

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

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. 4

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