ICMPD Job Profile

PROJECT MANAGER1 (IBM4TR)

ORGANISATIONAL SETTING:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked
with promoting innovative, comprehensive and sustainable migration policies. With 18 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 350+ staff members, who personify its
values of commitment, integrity, partnership, respect, and innovation in actions and decisions.

The Western Balkans and Turkey Regional Office is the responsible organizational unit of ICMPD established
to coordinate work of ICMPD within Western Balkans and Turkey. The main seat of the Regional Office is in
Istanbul and the Regional Office operates through the offices located in Ankara, Belgrade, Sarajevo, Skopje
and Pristina. ICMPD’s portfolio within this region covers a wide range of thematic areas, including regular and
irregular migration, border management, asylum and international protection, trafficking in human beings,
migration policy development, migration and civil society, migration and development, notably the socio-
economic integration of migrants and refugees, diaspora matters as well as inter-regional and cross-regional
cooperation. Through working closely with national institutions, EU and partner countries, ICMPD provides
support for further development of migration management systems within this region through allocated 50+
staff members.

Border Management and Security matters are among the key matters on which ICMPD has supported the
national authorities in Turkey. ICMPD’s overall support and projects in this area will further focus on providing
capacity-building support to national institutions in Turkey and further strengthening border management
systems in Turkey, and prevention of irregular migration

As part of the Border Management and Security portfolio of the Western Balkans and Turkey Regional Office,
the Project Manager will be responsible for managing and implementing the assigned projects and further
developing projects in Turkey.

S/he will work under the direct supervision of the Portfolio Manager responsible for migration management
related projects in Turkey. S/he will be cooperate and coordinate the work regularly with ICMPD’s Border
Management and Security Programme (BMS). The assignment will be undertaken at ICMPD’s Regional Office
Western Balkans and Turkey in Ankara.

FUNCTION:
The Project Manager in the border management and security field is a specialised thematic role within the
ICMPD Turkey’s Border management portfolio. The Project Manager is responsible for managing the IBM4TR
project, to be funded by the EU. S/he will be responsible for the direction of project activities, delivery of
project outputs, and the achievement of project targets and results.
The Project Manager organises for a prompt kick off/initiation of the projects in the area of border
management and security, including set up and recruitment of project staff. S/he develops and maintains
relationships with project partners, beneficiaries and other stakeholders. S/he also plans and coordinates all
aspects of the project, ensuring that the project is managed according to the approved project documentation,

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This project profile is classified at LP3.
work plans and budgets in line with ICMPD’s rules and business processes and partner and donor agreements.
The Project Manager ensures timely and qualitative delivery of project outputs and achievement of project
results in close collaboration with the project team, project beneficiaries and donors, and manages smooth
project finalisation and closure.
The Project Manager establishes and monitors the implementation of a project work plan ensuring that
adequate data and information is gathered for assessment and reporting. S/he continuously analyses the
implementation of the project, takes corrective action as required and assesses achieved results for quality
and impact. The Project Manager plans and coordinates project communications activities and ensures that
reporting on project progress and results is timely, of high quality, and carried out according to donor
agreements. The Project Manager coordinates the project’s contribution to ICMPD’s knowledge base, ensures
synergies with other relevant projects run by the ICMPD in Turkey and beyond, plays a leading role in
identifying and developing new and/or follow-up projects, and participates in resource mobilisation activities.
The Project Manager leads and supervises the project team consisting of ICMPD personnel and consultants,
ensuring that the team works according to the established project work plan and produces timely and
qualitative outputs. S/he works closely with relevant ICMPD Units, and coordinates work with the other
Project Managers, project stakeholders and donors.

TASKS AND RESPONSIBILITIES :

1. Direction of project activities and kick-off:
 Ensure a prompt start of the project.
 Recruit project team. Draft ToRs (use ICMPD standard Job Descriptions as available) organise interview
panels, follow-up on recruitment process ensuring timely deployment of the project team.
 Organise onboarding for the newly recruited project team members.
 Establish project work plan ensuring adherence to the Project Document and direction of the project
towards planned targets and results.
 Coordinate the project’s strategic direction and work plan with project partners.
 Establish collaboration and information flow with project stakeholders (donors and beneficiaries) and
key project experts, ensuring that the project’s objectives, direction and expected results, and
implementation approach are well-communicated to all stakeholders.
 Assess and, as necessary, adjust the initial project budget, ensuring that the budget supports the
achievement of results within the timeline.
 Develop a communications plan for the project according to donor agreements and ICMPD’s
Communications Strategy. Coordinate set up of project website and social media contents. Initiate
project contacts database
 Initiate project implementation by organising/coordinating the organisation of kick-off and inceptions
events as applicable.

2. Project management and implementation:

 Organise work of the project team in line with the project work plan—track and monitor
implementation of the work plan and the timely accomplishment of project outputs. Take corrective
action as required.
 Mobilise project staff and experts, goods and services, capacity building and grants schemes for
activities, as needed, including reviewing and approving terms of references and specifications and
overseeing contractors’ work.
 Coordinate and follow-up with partners ensuring that activities are carried out according to agreed
work plan and other agreements. Ensure that the project’s scope and direction remain relevant for
the achievement of the intended results.
 Ensure that project content and outputs are produced timely and according to the project work plan
and ICMPD’s quality standards. Review and approve project outputs (reports, presentations,

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 publications). Ensure review and quality control of policy and research outputs by Policy and Research
Units, respectively.
 Organise and coordinate the organisation of meetings, seminars, workshops and other events. Ensure
that schedule, technical notes, working group papers, and other event inputs are produced timely.
 Approve project correspondence.
 Assess project progress and results in close consultation with project stakeholders. Develop
improvements to enhance the performance of the project.
 Implement ICMPD’s risk management system at the project level. Take preventative and mitigation
measures as applicable.
 Systematically monitor project activities and progress in line with ICMPD monitoring guidelines.
Ensure data and information gathering for project monitoring and further reporting.
 Organise scheduled and ad hoc project reviews.
 Monitor implementation of the project communications plan. Organise drafting of communications
materials, edit project-related publications, coordinate and oversee inputs from the project team.
 Participate in and chair project events, seminars and workshops, —present project results to various
stakeholder groups such as Steering Groups/donors.
 Participate on behalf of ICMPD in conferences/meetings/seminars relevant to the project.
 Coordinate and implement project closure activities.

3. Project administration and reporting & donor relations:

 Ensure that the project activities are implemented efficiently and cost-effectively in line with the work
plan.
 Ensure that administrative processes such as procurement and contracting are carried out promptly
and in accordance with ICMPD rules and established business processes. Ensure compliance with
donor rules, as applicable.
 Monitor, identify and implement corrective actions promptly.
 Oversee the appropriate use of project funds in accordance with the budget. Monitor and analyse the
budget implementation and adjust the budget to changes in the project work plan.
 Ensure regular and timely communication with the donor on relevant project related matters. Ensure
timely reporting to donors and partners; oversee formulation and drafting of progress and final
reports. Coordinate with Regional Office Support Unit (ROSU) Team for preparation of financial
reports. Submit reports (full package) to donor(s) according to the established reporting schedule.
 Liaise with the relevant beneficiaries to ensure optimal project results, to foster cooperation and pave
the way for a smooth implementation of project activities;
 Ensure project documentation is maintained and filed according to ICMPD policies.

4. Management of project team and experts:

 Plan the composition of the project team, revise as required.
 Identify project experts. Draft /approve ToRs. Oversee timely deployment.
 Coordinate the work of the project team by allocating tasks, supervising task completion, coordinating
work processes.
 Ensure effective and transparent management and communication processes within the project team.
Keep the team abreast with developments relating to ICMPD.
 Oversee implementation of ICMPD´s security system for staff safety, as applicable, in collaboration
with ICMPD Field Security Advisor and Head of Office.
 Evaluate the performance of the project team and experts according to ICMPD’s performance
management system, report on team performance to supervisor.
 Keep informed about the expertise/specialisation of project team members. Support development of
expertise and knowledge in the team.

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5. Participation in programme/project development:
 Regularly follow key policy developments in border management related aspects concerning Turkey
and its broader neighbourhood (notably in the EU and countries of origin), and contribute to policy
analysis and products by ICMPD (e.g. policy briefs, commentaries, etc.).
 Actively identify opportunities for expansion of ICMPD’s activities and development of new initiatives.
 Provide and formulate inputs to the development of new initiatives.
 Identify and formulate lessons learned and best practices from project implementation to feed into
the formulation of new projects.
 Provide support and participate as a member of ICMPD communities of expertise and practice in
collaboration with the PRS.
 Develop and formulate new projects. Draft the concepts and project proposals, work plans and
budgets for new projects.
 Participate in resource mobilisation for new projects.

KEY RESULTS :
 Project implemented according to the project documentation, donor/partner agreements and
project work plan and budgets in line with ICMPD’s rules and business processes.
 High-quality project outputs and deliverables are produced according to project plans.
 Project budget implemented according to ICMPD’s rules and project narrative reports prepared
according to donor agreements and ICMPD guidelines.
 The project Team deployed as per the project work plan, and the team’s work is supervised and
coordinated in a results-oriented and motivating manner.
 Project lessons learnt and best practices identified and documented.
 Ideas and concepts for new projects identified and new projects formulated.

INCUMBENT PROFILE:
 A minimum of 5 years of position-specific experience in managing medium to large multi-sector
projects in the field of security, justice and home affairs, migration and/or border management.
 Technical experience and knowledge in the specific field of the specialised area of the project (border
management), preferably gained in an international context.
 Experience in the management of donor and partner relationships.
 Proven experience in project financial management and reporting.
 Experience in the management of project teams and experts.
 Substantive knowledge of regional migration and border management issues.
 Professional training or experience in project cycle management. Certification in project management
(Prince2 or similar) is a distinct asset.

CORPORATE QUALIFICATIONS:
 Experience in the international context.
 Proficiency in (verbal/written) Turkish and English
 Master’s degree degree in law, international relations, migration studies, regional studies, or social
sciences.