Administrative Assistant ICMPD

The International Centre for Migration Policy Development (ICMPD) – Brussels Mission, is inviting all interested candidates to apply for the position of Administrative Assistant for the EUROMED Migration III project. Reporting directly to the EUROMED Migration III Team Leader, in direct support to the EUROMED Migration III Key Expert Team and in cooperation with the ICMPD Programme Manager and other colleagues in Brussels, the successful candidate will carry out the tasks outlined below.

Tasks and Responsibilities
The incumbent will perform the following specific tasks:

• Provides overall assistance to the EUROMED Migration III Expert Team on administrative, technical. financial and logistical issues in project implementation;
• Undertakes all administrative arrangements for meetings, seminars, conferences and experts missions by arranging travel logistics, travel requests, cash advance payments and reimbursements;
• Submits procurement requests and invoices for approval by certifying officer;
• Follows up payments for external services/procurement in a timely manner;
• Maintains project files including copies of supporting financial documentation;
• Drafts routine correspondence to experts, project counterparts and service providers in connection with mission travel and seminar participation;
• Maintains contacts with participants on logistical issues as required;
• Assists in the preparation of reports and presentation materials (promotion folders, Power Point presentations) including compiling information and data in graphs and tables as appropriate;
• Formats and edits project related documents in accordance with EU visibility Guidelines;
• Liaise with ICMPD Programme Manager on project activities and deliverables; and
• Ensures office backstopping when team is abroad. Qualification and Experience
• Level of secondary education, preferably in a business school/secretarial academy;
• A minimum of 5 years of experience in the administration or office environment;
• Proven experience working in an international and/or diplomatic setting;
• Excellent command of spoken and written English and French, knowledge of Arabic is an asset;
• Excellent oral and written communication skills;
• Excellent organisational skills;
• Good knowledge of MS Office software, in particular MS Word and Excel;
• Proven ability to work in a team; and
• Capacity to work under pressure and tight deadlines. Remuneration

ICMPD offers a competitive salary commensurate with the successful applicant’s experience and education. Contact

Please address all your enquiries to icmpd-brussels@icmpd.org, indicating vacancy number and title of post in the subject line.

Application Procedure
Interested candidates are requested to submit their application through the ICMPD online recruitment system at http://www.icmpd.org/1210.html by 00:00 (Vienna time) of the closing date specified above. For this purpose, you will first need to register with the ICMPD website. Once you have entered your data you will be able to quickly apply for further vacancies, and ICMPD can contact you if opportunities matching your profile arise in the future.

Please note that in the course of the online application you are requested to upload your CV in the EuropeAid format. The template is available for download at http://www.icmpd.org/616.html

Should you experience technical difficulties with the online application system please send your application per e-mail to vacancy@icmpd.org, specifying the type of difficulties you encountered.

Recruitment starts immediately upon publication of this vacancy announcement; interviews for this post will take from 9th to 20th of January 2012. Only short-listed applicants will be contacted. Applicants are expected to be available for a personal/telephone interview.

The actual appointment of the successful candidate is conditional upon the award of the project contract.