Job Opening Details

FUNCTION (Task Identity):

The Project Assistant implements administrative processes and provides support to the implementation of activities.

The Project Assistant prepares administrative documents and correspondence. S/he implements processes supporting recruitment and procurement actions in line with ICMPD rules and procedures and administers contracts. S/he processes payments and maintains the project´s filing system. 

The Project Assistant provides support to the implementation of project activities. S/he organises project events and meetings, being responsible for the logistical arrangements and DSA payments. S/he collects, compiles, and organises inputs to meetings, project reports, presentations, communication materials, and new projects.

The Project Assistant performs the project related tasks given by the management of the Border Management Department of the GDPA,  as well as contributes to a smooth and timely delivery of project activities under the project(s)'s work plan and collaboratively with all members of the project team(s) and the counterparts in ICMPD for implementation of the tasks. S/he is responsible for regular communication and flow of information between the MoI and ICMPD.

TASKS AND RESPONSIBILITIES (per Job Component):

1. Support to project administration:

• Assist 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.
• Prepare inputs to implementation processes such as recruitment of experts, procurement and contracting.
• Implement steps in recruitment processes for project staff and experts according to ICMPD rules and procedures. Prepare vacancy notices, organise expert travel
• Implement steps in procurement processes according to ICMPD rules and procedures.
• Collect and control timesheets.
• Administer contracts with service providers, interpreters and experts. Monitor payment schedules and implement payments.
• Process payments in SAP.
• Maintain documents according to the project filing system.

2. Support to project activities:

• Implement administrative activities and processes in support of the organisation of project events, workshops and meetings.
• Make visa arrangements, flight bookings, organise meeting facilities and accommodation, social programme, catering, audio-visual equipment, name tags, logistics for arrivals and departures.
• Make calculations for DSA and implement DSA payments in cash.
• Collect, compile and organise background materials, documents and other materials for meetings.
• Collect, compile, and organise inputs to reports, summaries, charts, and presentations supporting various project activities.
• Collect, compile and organise inputs to PI/PR materials as required.
• Provide administrative support to the implementation of project communication activities.
• Perform any other duties as required.

3. Support to project formulation:

• Collect, compile and organise inputs to the formulation of project proposals and documents for new projects.