ICMPD Project Management Assistant Job

About ICMPD Project Management Assistant Job

The ICMPD Project Management Assistant Job requires Working with a level of relative independence, the Project ManagementAssistant is responsible for providing a wide range of experienced administrative/logistical/technicalsupport to project teams throughout the planning and implementation of project(s)activities. S/he supports reporting and the development of innovative workflows in support of project(s)activities.S/he provides operational procedural training to project support staff in line with the standard administrative practices and operating procedures of ICMPD.

ICMPD Project Management Assistant Job Key Results

The roles of the ICMPD Project Management Assistant Job

Are;

Support to Project Implementation:

Official correspondence drafted and prepared. Reports, technical

documents, communication materials compiled and formatted in accordance with standard ICMPD

administrative and operating procedures. Based on the review of reference materials from various sources,

presentation materials compiled and prepared using appropriate technology/software. Databases updated

and maintained e.g. mailing lists, document tracking systems and management reporting systems on the

status and completion of work plans. ICMPD project(s) support staff trained and regularly informed about

updates to ICMPD’s standard administrative practices and operating procedures.

Support to Project Operations:

Implementation of projects regularly monitored including the review of

financial reports and project deliverables. Administrative support provided to the recruitment of experts

(including preparation of vacancy notices) and support to procurement and contracting services. Expert and

project team members’ travel organized in a timely manner including calculations for DSA, visa, travel and

hotel arrangements and travel authorizations and claims. Contracts with service providers and

experts/consultants, regularly monitored and payments implemented according to payment schedules.

Support to Reporting Requirements:

Effective administrative support provided to the production of

timely and accurate narrative status reports in line with reporting requirements and the forecasting and

coordination of reporting activities. Reports compiled in coordination and consultation with the project

team(s), and the respective ICMPD operation teams at Headquarters, ensuring that the required information

is accurately captured. Database of the final versions of reports maintained and regularly updated.

Support to Project Development and Formulation:

Assistance provided with the formulation of lessons

learned and best practices from project implementation to feed into the formulation and future workflows of

new projects. Research conducted in support of the formulation of new projects. Assistance provided with

the drafting of concepts, project proposals, work plans and budgets for new projects. Existing workflows

regularly revised and (if required) modified to appropriately match the organization’s needs.

Support to Events and Meetings:

Logistical arrangements efficiently undertaken for internal/external

meetings and other events, including preparation of invitation letters, compilation and distribution of working

documents and other materials. Meeting facilities organised, arrangements made for accommodation, any

social programme, catering, audio-visual equipment and logistics for arrivals and departures. Visa and travel

arrangements coordinated and prepared together with travel authorizations/claims for the participants/staff

members. Cost estimates calculated, including DSA and payment prepared in SAP. Minutes and/or notes of internal meetings accurately prepared.

ICMPD Project Management Assistant Job Required Expertise

Ability to independently plan and organize her/his own work in support of achieving project(s) teams priorities.
Capability to establish effective relationships within teams to understand and meet their needs.

Ability to take into account potential changes and propose contingency plans.
Analytical thinking to gather, analyse and compile information, identifying critical relationships and
patterns among data and proposing workable solutions.

Ability to take initiative in defining realistic outputs and clarifying roles, responsibilities and expected
results in the context of the project(s) scope.
Ability to work effectively with colleagues from different cultural and professional backgrounds.

Attention to detail, discretion and ability to work under pressure and within tight timelines.

Qualifications, Experience and Language Skills

Bachelors or equivalent in a relevant field in addition to completed Secondary Education.
Relevant working experience is considered commensurate in lieu of degree or equivalent.

A minimum of 4 years of relevant working experience in an international context.
Experience in supporting the development of innovative practices and new workflows.
Experience in status reporting activities.