Project Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include over 173 member states and operates in more than 100 countries worldwide. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they live in. IOM's mission includes providing humanitarian assistance, supporting development initiatives, and advocating for the rights of migrants. With a workforce of over 18,000 employees, IOM is committed to fostering a culture of respect, inclusion, and professionalism in its operations.

Job Overview:
The Project Assistant will play a crucial role in supporting the implementation of project activities within the Malaysia Mission. Reporting directly to the Project Manager and under the overall supervision of the Chief of Mission, the successful candidate will be responsible for a variety of tasks that ensure the smooth operation of project initiatives. This includes assisting in the monitoring and evaluation of project activities, compiling and analyzing data, and maintaining communication with various stakeholders. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks effectively. The Project Assistant will also be involved in drafting reports and correspondence related to project activities, ensuring that all documentation is accurate and up-to-date. The position demands a high level of organizational skills and the ability to work collaboratively with diverse teams.

Duties and Responsibilities:

• Assist in the implementation and monitoring of project activities, ensuring adherence to timelines and objectives.
• Retrieve, compile, summarize, analyze, and present information/data on specific project topics to support decision-making processes.
• Monitor project budgets, verify the availability of funds, obtain necessary approvals, and update budget-related information as required.
• Act as the focal point for administrative coordination of project implementation, liaising extensively with various organizational units and external parties to initiate requests and process administrative actions.
• Draft status reports that identify shortfalls in project delivery, bringing these to the attention of the supervisor and suggesting remedial actions.
• Prepare and update reports, briefing notes, graphics, statistical tables, presentations, and other forms of documentation related to project issues.
• Respond to complex information requests and inquiries, maintaining organized files and records.
• Organize meetings, workshops, and training sessions, ensuring all logistical aspects are managed effectively.
• Participate in meetings and conferences, assisting in coordinating implementation activities with local authorities, partners, and other stakeholders. 1
• Monitor the work of implementing partners and report any non-compliances to the supervisor. 1
• Provide guidance and training to new or junior staff as needed. 1
• Perform other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a school diploma with five years of relevant experience, or a Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related fields from an accredited academic institution, along with three years of relevant professional experience. The ideal candidate should have a strong background in project management, particularly in development and humanitarian contexts, and should be adept at data collection, information management, and report writing. Experience in liaising with governmental authorities and various organizations, as well as working with vulnerable groups, is highly desirable. Candidates should also demonstrate strong organizational skills and the ability to manage multiple tasks effectively.

Educational Background:
A school diploma with five years of relevant experience is acceptable, but a Bachelor’s degree in a relevant field such as Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, or Law is preferred. The educational background should be from an accredited academic institution, ensuring that candidates have a solid foundation in the principles and practices relevant to the role.

Experience:
Candidates should have a minimum of three years of relevant professional experience, particularly in implementing and managing development and humanitarian projects. Experience in data collection, information management, and report writing is desirable. Additionally, candidates should have experience in liaising with governmental authorities and various organizations, including UN agencies and NGOs, as well as working with migrants and other vulnerable groups. Prior work experience in a multicultural setting is an advantage.

Languages:
Fluency in English and Bahasa Melayu is required for this position, both oral and written. Knowledge of additional languages such as French or Spanish is considered desirable, as it may enhance communication with diverse stakeholders and contribute to the effectiveness of project implementation.

Additional Notes:
This position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for Malaysia will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM has a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including discrimination and harassment. The organization does not charge any fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system.