ICMPD’s office in Skopje is seeking a dedicated Project Management Assistant to be the operational engine for our diverse portfolio. Your main responsibilities involve managing all administrative work and logistical needs and handling project financial matters for border security and reintegration and anti-trafficking and other projects. Your precise coordination work with regional teams and teams in Vienna will enable experts to concentrate their efforts on making impactful contributions. We invite you to apply for this position if you possess strong organizational skills and have completed four years of international work while speaking both English and Macedonian because you will help develop sustainable migration solutions for Western Balkans.
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Project Management Assistant – ICMPD Skopje
Position Title: Project Management Assistant
Organizational Unit: Western Balkans Special Representative
Vacancy Number: VA26P019V01
Number of Vacancies: 1
Location: Skopje, North Macedonia
Grade: LS2
Contract Type: Staff Contract, 12 months
Monthly Net-Base Salary: EUR 2,049.00
Closing Date: 22 February 2026
Mandatory Application Documents: Diploma, Passport/ID
Optional Documents: Additional Certificate(s), Additional Diploma(s)
Allowances and Benefits:
- Participation in the ICMPD Provident Fund
- Health and Accident Insurance
- Six weeks’ annual leave
- Where applicable: Dependent’s allowance and mobility-related allowances
Organizational Context and Role
The International Centre for Migration Policy Development (ICMPD) assists governments and societies through sustainable and innovative and human rights-based migration management solutions. The Western Balkans region is a key area of focus, where migration dynamics intersect with border management, security, return and reintegration, and anti-trafficking efforts.
The Western Balkans Special Representative runs the Skopje office which serves as the main office for this position. The Project Management Assistant will work on diverse projects that address critical aspects of migration in the region, requiring close coordination with project teams in Skopje, across the Western Balkans, and at ICMPD Headquarters in Vienna.
You will serve as the essential operational link for the Project Manager in Skopje because you will deliver all types of administrative and logistical and technical assistance which will help projects run smoothly during their planning and execution stages. Your work will enable our teams to focus on achieving substantive outcomes in a complex and dynamic field.
Key Responsibilities and Results
1. Support to Project Implementation:
- ICMPD standards requirements establish the standards for your official documentation work which includes correspondence and reports and technical documents and all communication materials.
- The user will create presentation materials through software applications which they will develop based on their research across multiple sources.
- The project support staff will learn ICMPD procedures through my database management of mailing lists and document tracking systems and management reporting systems.
2. Support to Project Operations:
- Project implementation needs monitoring through two methods which include analyzing financial reports and assessing completed project deliverables.
- The organization needs someone who will handle administrative tasks which include managing expert recruitment processes through vacancy announcements and overseeing procurement activities and contract management.
- The expert team and team members require a complete travel management service which includes handling DSA calculations and visa processing and travel booking and travel claim processing.
- The organization needs to supervise its contracts with service providers and consultants to make sure payments happen according to the established payment plan.
3. Support to Reporting Requirements:
- The provision of administrative support will enable the organization to create complete and precise narrative status reports within scheduled timeframes.
- The project teams and HQ operations team up to create reports which will contain precise information about their work.
- The organization needs to keep its database updated by adding new final report versions which need regular maintenance throughout the process.
4. Support to Project Development and Formulation:
- Help develop lessons learned together with best practices that will guide upcoming project design work.
- Conduct research to support new project formulation.
- Assist in creating project concepts together with proposals and work plans and budget documents.
- The organization needs me to assess and change all current workflows which I will perform in an active manner.
5. Support to Events and Meetings:
- Efficiently manage logistical arrangements for meetings and events, including invitations, document distribution, venue booking, accommodation, catering, and audiovisual setup.
- Coordinate visa and travel arrangements for participants.
- Calculate cost estimates (including DSA) and prepare payments in SAP.
- Accurately prepare minutes and notes for internal meetings.
Required Expertise and Skills
- Independent Planning: The candidate has the capacity to manage his work duties according to the requirements of his project team.
- Relationship Building: The individual has the ability to develop strong professional relationships which help him to identify and fulfill the requirements of his team.
- Analytical Thinking: The person demonstrates the ability to gather information and conduct analysis work to identify patterns which will help develop feasible solutions.
- Initiative and Clarity: The person working on a project needs to establish concrete performance goals which will help him understand his specific responsibilities within the project framework.
- Adaptability and Foresight: The person has the capacity to forecast upcoming developments while creating backup strategies to handle those developments.
- Intercultural Competence: The person can work effectively with coworkers who have different cultural backgrounds and work experiences.
- Resilience and Discretion: The person demonstrates exceptional precision during his work while maintaining confidentiality of important details and completing tasks under high-pressure conditions with strict timelines.
Qualifications, Experience and Language Skills
Education:
- A Bachelor’s degree (or equivalent) in a relevant field is required.
Experience:
- A minimum of four years of relevant professional experience within an international context.
- The candidate should have experience in supporting the development of innovative practices and new workflows.
- The candidate has demonstrated ability to support status reporting and monitoring activities through their previous work experience.
- The position requires excellent organisational skills together with strong teamwork abilities and interpersonal skills.
Technical Skills:
- Proficiency in standard IT office tools.
- Knowledge of the SAP enterprise system is a distinct asset.
Languages:
- The position requires candidates to demonstrate their ability to speak and write English and Macedonian languages at advanced proficiency levels.
- The ability to speak Albanian language fluently serves as a major advantage for job applicants.
Application Deadline: 22 February 2026
ICMPD is an equal opportunity employer. We value diversity and encourage all qualified candidates to apply.
