Austria: Programme Assistant

Organization: International Centre for Migration Policy Development
Country: Austria
Closing date: 13 Aug 2017

Vacancy Announcement VA17P070V01

Programme Assistant

Anti-Trafficking Programme

Posting date: 03 August 2017

Deadline for applications: 13 August 2017

Duty station: Vienna, Austria

Start date: October 2017

Contract duration: 11 months, with a possibility for extension

Eligible nationalities: All, residents of Austria

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 position.

The selected candidate will be working within the ICMPD Anti-Trafficking Programme in Vienna, Austria. Specifically, the incumbent w**ill support the implementation of two projects:**

  1. Trafficking along Migration Routes: Identification and Integration of Victims of Trafficking among Vulnerable Groups and Unaccompanied Children (TRAM). The 20-month project, which started in January 2017, is funded by the European Union (Asylum, Migration and Integration Fund), co-funded by the Austrian Federal Ministry for Europe, Integration and Foreign Affairs and project partners;

  2. Another anti-trafficking project (not funded yet).

    The selected candidate will also support other members of the Anti-Trafficking Programme, in particular the Head of Programme, with administrative and logistical tasks.

Reporting lines

The Programme Assistant reports to the Project Manager and to the Head of Programme

Duties and Responsibilities

Under the direct supervision of the Project Manager, and in close cooperation with colleagues of the Anti-Trafficking Programme, the incumbent performs the following tasks:

  • Supports the Project Teams with backstopping, logistical and administrative tasks;

  • Organises logistical preparation of meetings/workshops/training/conferences, including procurement processes, and is responsible for visa arrangements, flight bookings, accommodation, participant lists;

  • Provides administrative support to meeting participants and assists with meeting logistics ((being responsible for meeting rooms, audio-visual equipment, name tags, logistics for arrivals and departures);

  • Maintains cash registers for payments of per diems and other local payments;

  • Maintains project documentation;

  • Drafts routine correspondence, Notes Verbale, communication with service providers, interpreters, experts and other relevant counterparts;

  • Collects, compiles and organises background documents and other materials for meetings;

  • Assists in project staff and experts’ recruitment processes. Prepares vacancy notices, coordinates with HR and follow-up;

  • Organises the work of experts, administers time sheets;

  • Manages expert and procurement contracts by verifying the quality of inputs with the supervisor and initiating payments according to agreed payment schedules;

  • Follows up with procurement processes, for conference/seminar services or other procurement actions foreseen in projects, conduct written and verbal communication with service providers;

  • Supports the organization of missions of the Project Teams and external experts, as well as backstopping during missions;

  • Supports the Head of Programme as needed;

  • Contributes to project activity implementation reports, meeting reports and minutes;

  • Performs any other duties as required.

Essential Qualifications


  • University degree in international relations, law, development studies, public administration, economics, social or political science, or related field.


  • A minimum of 1 year work experience in administrative and logistic support within an international organisation;

  • Proven work experience in the field of migration and/or trafficking in human beings at international level is an asset;

  • Previous experience in working with EU funded projects is an asset;

    Knowledge, skills, abilities:

  • Excellent oral and written command of English is required;

  • Ability to read and understand Portuguese language is considered an asset;

  • General knowledge and understanding of migration and trafficking in human beings issues and principles is required;

  • Working knowledge of SAP Business One software system is considered an asset;

  • Computer proficiency (especially Microsoft Word, Excel and PowerPoint).

  • Very good organisational and communication skills;

  • Ability to meet tight deadlines and work as part of a multicultural team.

ICMPD Core Values

  • Commitment, integrity, partnership, respect, and innovation in actions and decisions.


ICMPD offers an attractive remuneration package, and participation in the ICMPD Provident Fund and Health Insurance Scheme. Additional benefits include six weeks’ annual leave and, where applicable, a dependency rate.

This post is for local recruitment only.

How to apply:

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 in this vacancy announcement. 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.

Interviews will be held from 21.08.2017 to 25.08.2017. Testing may be part of the recruitment process.


For enquiries and/or technical support, please contact ICMPD at

General Information

ICMPD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.

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

ICMPD is committed to a policy of equal employment opportunity.