Vacancy Notice INT03072

This post is open for Internal and External Applicants

INTERPOL is the world’s largest international police organization, with 195 Member Countries. Created in 1923, it
facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose
mission is to prevent or combat international crime.
INTERPOL embraces diversity and is committed to achieving diversity and inclusion within its workforce. Qualified
applicants from under-represented member countries and women are strongly encouraged to apply

Job Title: Project Assistant - For rostering purposes*

Reporting To: Depending on projects
Location: One of INTERPOL Duty Stations, depending on projects
Duration: Depending on the projects – up to 3 years, Fixed-term contracts
Grade: 7
Number of post: Roster**
Level of Security screening: Basic

*The posts of Project Assistant are meant to provide support to various Project activities.

**This selection exercise will be used to generate a list of recommended candidates that will be used to address
Organization's staffing needs in the future. If recommended after the recruitment process, you may be offered a post
within one of our projects. If this is the case, please note that our project posts are, either financed by funds external to
the Organization or linked to the temporary replacement of a Staff Member of the Organization and carries, in principle,
no expectation of renewal. Any potential subsequent extension will be subject to the terms of the Organization’s Staff
Manual, and to availability of funds, to satisfactory performance and to the return of the concerned Staff Member to the
post.

INTERPOL is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals
of INTERPOL Member Countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation
and disabilities.
INTERPOL places no restrictions on the eligibility of candidates, without distinction as to race or ethnic origin, religion,
opinions, gender, sexual orientation or disabilities. However, the national policy and laws in force in INTERPOL host
countries may mean that staff members’ spouses or partners, while legally recognized by the Organization, are not given
the same recognition when they reside in certain duty stations. When this is the case, the Organization will inform the
candidates accordingly to ensure that they are aware of the situation and allow them to make an informed decision.
Candidates are also encouraged to familiarize themselves with specific laws and policies that may impact their personal
and family situation in the duty station to which they apply.
 Vacancy Notice

INTRODUCTION OF POST
Under the supervision of the respective Project Manager and hierarchy; the incumbent will perform a set of varied,
administrative and/or technical tasks, to support the initiation/execution/evaluation of one or a series of assigned projects
and may also be required to assist in the development of new ones. In this regard s/he will provide day-to-day
administrative support related to the entire life cycle of the project(s), to help ensure tasks are completed to promote
project performance in terms of meeting time, cost and quality targets. The incumbent is expected to exercise full
compliance with INTERPOL’s project management, financial, procurement and administrative rules, regulations, policies
and strategies.
PRIMARY DUTIES
DUTY 1: Planning, execution and closing of assigned project(s)

 Assist project manager(s) in the day-to-day implementation of the project as approved by the Project Owner, to
ensure on-time delivery, within scope and budget, following the Project Management Guidelines and
methodology
 Assist project manager(s) in tracking project activities by maintaining their respective status on the established
tools
 Provide logistical support in organizing conferences, seminars, trainings and other events related to the project
activities
 Provide administrative support to project staff and stakeholders in the implementation of their tasks for the
achievement of project results (communication, agenda, hotel reservations, etc.)
 Assist project manager(s) and project staff to bring project(s) to a close (prepare for and support the conduct of
the evaluation, prepare the corresponding documentation and update the projects logs)
 During the initiation phase of new projects (or follow-up projects), assist in the preparation and update of concept
notes and project proposals and complete the required internal process.

DUTY 2: Financial matters

 Maintain a proper record of approved project budgets and their revisions

 Compile and collect supporting documents for financial treatment, including copies of invoices, debit notes,
purchase orders, mission orders etc.
 Create/ follow-up purchase orders for transactions
 Provide timely alerts to the Project Manager(s) on transactions thresholds
 Highlight reporting timelines and requirements to Project Manager(s)
 Assist project manager(s) to prepare all requirements for audit processes and status reports
 Undertake other financial and administrative tasks on an ad hoc basis, in close cooperation with relevant units
(i.e. finance, missions, procurement units)

DUTY 3: Administrative matters

 Be a key point of contact for all requests addressed to the Unit/Sub-Directorate/Directorate regarding assigned
project(s)
 Provide administrative support to hierarchy and ensure efficient preparation and administration of the
correspondence and other documentation needed for its daily work
 Align project administrative processes with overall procedures and policies of the Sub-Directorate and/or
Directorates
 Arrange missions and prepare all necessary documentation, implement decisions related to travel (flights, costs,
and accommodation), etc.
 Draft minutes of project related meetings
 Participate as and when required in external events to support the project and/or assigned Unit
 Perform all other functions, duties, and responsibilities that may be necessary to insure the smooth functioning
of the Sub-Directorate/Project/Team as required by the hierarchy

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 Vacancy Notice

DUTY 4: Procurement matters

 Assist the Project Manager(s) on all procurement issues including monitoring timelines and status of calls for
tenders and/or purchase requests related to equipment, supplies and services
 Create and follow-up requisitions in the Organization’s applications such as Fiori, SAP, and Notilus
 Maintain equipment inventory including verification and transfer, when required

DUTY 5: Perform any other duties as required by the Supervisor.

REQUIREMENTS
All candidates will be assessed on the under mentioned requirements
Please only include professional experience for which you can provide official proof of employment (i.e. pay-slip indicating your functional title, work
certificates, etc.). You could be asked to provide copies of such documents prior to interviews/tests. Any discrepancies found between the
information stated in any of your application documents and the evidence of employment provided, will be considered misrepresentation and may
lead to your disqualification from this selection procedure. This is especially important for your current and previous functional titles (they need to
be exactly the same as the one in your contractual agreement), exact dates of employment, description of responsibilities and achievements,
reason(s) for leaving and part-time work.

Training/Education required Specific skills required

 At least two years’ university education or
undergraduate degree in a relevant area corresponding
to the incumbent’s duties.
Experience required
 A minimum of two years’ experience in events logistics,
budget, procurement, communications and/or
administrative matters preferably related to projects.
 Experience working with projects in international
organizations, NGOs or governmental agencies will be
an asset
 Experience with law enforcement agencies will be
considered as an asset
 Experience working in an international or multicultural
environment would be an asset
Languages
 Proficiency in English (written and oral) is required
 Working knowledge of any of the other official
languages of the Organization (Arabic, French or
Spanish) will be considered an asset and for some posts,
a requirement.
 Ability to write administrative documents, especially in
English, including memorandums, contributions and
letters amongst others, to a degree that requires no
further editing
 Strong IT skills to use computer-based project
management and accounting tools such as SAP or any
other similar software for purchases, accounting and
budgetary control
 Understanding of accounting entries, purchase and
settlement transactions
 Effective communication skills, both in written and oral
form
 Teamwork, particularly the ability to collaborate
effectively
 Attention to detail, accuracy and organizational skills
 Ability to work under pressure and to handle stress
 Ability to work with autonomy and flexibility
 Ability to react quickly and adapt to changing
circumstances
 Proactive and demonstrates assertiveness

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 Vacancy Notice

WORKING CONDITIONS

 Remuneration for appointment on contract: Salary scales of all duty stations of INTERPOL can be found at
https://www.interpol.int/What-you-can-do/Careers/Vacancies. The starting point is step 1 and one additional step will
be granted for every 3 years of fully relevant experience. The salary scales of INTERPOL’s officials are adjusted at least
once per year (more under exceptional circumstances) on the basis of the methodology used for the calculation of the
Purchase Power Parity (PPP).
 The successful candidate may be offered appointment on a higher step depending upon professional background and
experience. For more information regarding conditions of service see Employment conditions for contracted officials
available on the Organization’s career website (https://www.interpol.int/What-you-can-do/Careers).
 The incumbent may occasionally be required to work occasional overtime based upon workload and to go on missions.

In compliance with INTERPOL’s Confidentiality regime the successful candidate will have to undergo a security screening according to the clearance
level attached to the function.
INTERPOL has four official languages: English, French, Spanish and Arabic.
INTERPOL retains the right not to make any appointment to this vacancy, to make an appointment at a lower or upper grade, to make an appointment
with a modified job description or for a shorter or longer duration than indicated above.
INTERPOL would like to inform candidates that their application may be considered for other similar positions.
INTERPOL operates a non-smoking policy.

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