Operations Support Officer

ICMPD - International Centre for Migration Policy Development

Brussels, Belgium

Vacancy Announcement: VA16P010V01
Operations Support Unit: Brussels
Start date: As soon as possible
Duration: 12 months (renewable)
Eligible nationalities: All nationalities
Deadline for applications: 23 February 2016

The International Centre for Migration Policy Development (ICMPD), an International Organisation with its headquarters in Vienna, Austria, is looking for qualified candidates to fill the above-mentioned fulltime position in the Brussels Mission.

Within the Operations Support Unit-Brussels, and under the supervision of the Operations Support Manager, the Operations Support Officer will be responsible for the monitoring and control of programme financial resources of a portfolio of projects in line with established rules and contracts acting as the Certifying Officer under the Financial Rules of ICMPD.

The Operations Support Officer will work in close collaboration with the programme and finance staff. S/he will train and advise the ICMPD staff and partner institutions on ICMPD financial and procurement rules and procedures.

Tasks and Responsibilities

The Operations Support Officer will perform the following specific tasks:

• Ensuring that projects are implemented in compliance with contractual donor requirements, as well as ICMPD procedures on recruitment, procurement, travel, internal control, financial monitoring and reporting;
• Certifying eligibility of expenditures, monitoring and controlling expenditures within approved budgets; 
• Reviewing supporting documentation attached to claims, invoices and requests for payment submitted by project partners, staff, consultants and suppliers/service providers;
• Supporting the formulation of project budgets, budget reallocations and revisions;
• Providing staff briefings and orientation on operational issues of project implementation;
• Preparing financial reports in compliance with established policies and procedures; preparing files for the submission to donors;
• Monitoring submission of timesheets by ICMPD staff and experts;
• Maintaining project files, recording and archiving project related documentation;
• Assist the Operations Support Manager Brussels in all the contractual and financial tasks related to the Brussels Mission administration (like HR tasks and dealing with suppliers/service providers);
• Carrying out other related tasks, as assigned.

Core Values, Qualification and Experience

Core Values:

• Demonstrates appreciation of the multicultural nature of the organisation and the diversity of its staff and promotes ICMPD values: Commitment, Integrity, Partnership, Respect and Innovation in actions and decisions. 

Qualification and Experience:

• University degree in business administration, finance, accounting or related field. Relevant and duly justified work experience in the domain may substitute the requested degree;
• At least two years of relevant work experience. The ideal candidate should have experience in Operational tasks in an IO and organisation of events, missions or procurement background;
• Professional training in project cycle management and knowledge of EC procedures; 
• Substantive knowledge of programme management procedures and rules of EC (PRAG, Pagoda etc.) and/or International Organisations including procurement, budgeting and financial management;
• Working experience with EC projects including certification of activities during implementation;
• Proficiency in MS Office (Word, Excel) knowledge of SAP or other resource management programmes desirable; 
• Excellent command of spoken and written English, good knowledge of French; other languages would be an advantage; 
• Attention to detail, eager to work with data and statistics; excellent organisational skills and ability to work under pressure and tight timelines. 

Remuneration

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

Application Procedure

Interested candidates are requested to submit their application including CV and letter of motivation by e-mail to the Deputy Head of Brussels Mission, Mr. Sergio Pagliarulo, sergio.pagliarulo@icmpd.org by midnight (CET) of the closing date specified above.

Recruitment starts immediately upon publication of this vacancy announcement and posts may be filled already before the indicated application deadline. Therefore, we encourage you to submit your application early. Only short-listed applicants will be contacted.