Project Assistant

International Centre for Migration Policy Development
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Nov 18

Position description

Vacancy Announcement: VA19P136V01
Deadline for Applications: 2nd December 2019
Start Date: 15th January 2019
Contract Duration: 12 months
Type of Post: International

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 Project Assistant for the Joint EU-ICMPD “MIgration EU eXpertise (MIEUX)” Initiative.

MIEUX is joint initiative funded by the European Union (EU) and implemented by the International Centre for Migration Policy Development (ICMPD). MIEUX strengthens the capacities of public authorities to better manage migration and mobility in all its dimensions through the provision of rapid, short-term and tailor-made peer-to-peer expertise assistance. The thematic areas of MIEUX are aligned to the four pillars of the Global Approach to Migration and Mobility (GAMM) the overarching framework of the EU external migration and asylum policy. MIEUX is a global initiative, providing peerto-peer expertise to partner countries in Africa, Asia, Eastern Europe, Latin America and the Caribbean.

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

Job Description:

The Project Assistant supports the implementation of MIEUX’s core processes (pre-implementation, implementation, knowledge management, communication, quality management, expert management). S/he implements administrative processes and provides support to implementation of activities in line with MIEUX’s Standard Operating Procedures.

The Project Assistant prepares administrative documents and correspondence. 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 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 towards formulation of new projects.

The Project Assistant works under the supervision of the Project Manager and Project Officers contributing to a smooth and timely delivery of project activities under the project(s)’s work plan and collaboratively with all members of project team(s) and the counterparts in ICMPD for implementation of the tasks. S/he collaborates with other programme assistant(s) and Associate Project Officers in order to ensure smooth project activities and logistics.

Tasks and Responsibilities:

1. Support to project administration:

  • 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;
  • 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;
  • Act in coordination with other programme assistants as focal pints for RMU.

2. Support to project activities:

  • Implement administrative activities and processes (in particular logistical arrangements, e.g. negotiating rates with service providers) in support to the organisation of project events, workshops and meetings;
  • Identification of any logistical bottlenecks and propose ways to meet the procurements/logistic needs in a timely manner. Propose corrective actions when services are not satisfactorily delivered;
  • 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, graphs and presentations in support to various project activities;
  • Collect, compile and organise inputs to PI/PR materials as required;
  • Provide administrative support to implementation of project communication activities;
  • Perform any other duties as required.

3. Support to project formulation:

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

Key Results:

  • Administrative activities implemented promptly, accurately and efficiently;
  • Project activities supported by efficient and timely implementation of logistical support to project events, meetings and workshops;
  • 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;
  • Payments implemented correctly and timely through SAP;
  • Formulation supported by timely and correct preparation of supporting documents.

Incumbent Profile:

  • A minimum of 2 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 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:

  • Experience in international projects;
  • Proficiency in (verbal/written) English and Spanish, proficiency in another major EU language (in particular French and Portuguese) is an asset;
  • Bachelor´s degree in a relevant field.


ICMPD offers an attractive compensation package. This position is classified at S1 Grade, with an annual net-base salary starting at EUR 25,824. 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 instructions

Interested candidates are requested to submit their application in English through the ICMPD online recruitment system at 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

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 [email protected].

General Information:

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

Selected candidates will have to provide a signed statement of exclusivity and availability, as well as evidence supporting the educational and professional experience record as per their application.

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