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 173 member states and offices in over 100 countries. The organization's mission is to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM Malaysia, as part of this global network, focuses on addressing the complex migration challenges in the region, particularly given Malaysia's status as a major destination for migrants in Southeast Asia. The organization collaborates with various stakeholders, including government bodies, NGOs, and community organizations, to develop and implement policies and programs that protect migrants and enhance their integration into society.

Job Overview:
The Project Assistant will play a crucial role in supporting the implementation and monitoring of the Immigration and Border Governance (IBG) project activities. This position involves a variety of tasks aimed at ensuring the smooth operation of the project, including data management, budget monitoring, and administrative coordination. The Project Assistant will be responsible for compiling and analyzing information related to specific project topics, which will be essential for reporting and decision-making processes. The role requires effective communication and coordination with various stakeholders, including governmental authorities, NGOs, and other partners involved in migration and border governance. The Project Assistant will also assist in organizing meetings and training sessions, contributing to the capacity building of local authorities and partners.

Duties and Responsibilities:
The Project Assistant will have a diverse set of responsibilities, including:

• Assisting in the implementation and monitoring of IBG project activities, ensuring that all tasks are completed on time and within budget.
• Retrieving, compiling, summarizing, analyzing, and presenting data on specific IBG project topics to support project objectives.
• Monitoring the project budget, verifying the availability of funds, obtaining necessary approvals, and updating budget-related information as required.
• Acting as the focal point for administrative coordination of IBG project implementation, which involves extensive liaison with various organizational units and external parties.
• Drafting status reports that identify shortfalls in project delivery, bringing these to the attention of the supervisor, and suggesting remedial actions.
• Preparing correspondence on IBG project issues and updating reports, briefing notes, graphics, statistical tables, and presentations.
• Responding to complex information requests and inquiries, maintaining organized files and records, and organizing meetings, workshops, and training sessions for relevant national authorities.
• Participating in meetings and conferences, assisting in coordinating implementation activities with local authorities, partners, UN agencies, and other stakeholders.
• Monitoring the work of implementing partners and reporting any non-compliances to the supervisor. 1
• Providing guidance and training to new or junior staff members. 1
• Performing other related duties as assigned by the supervisor.

Required Qualifications:
The ideal candidate for the Project Assistant position should possess the following qualifications:

• 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 with three years of relevant professional experience.
• Proven experience in liaising with governmental authorities, including law enforcement agencies, national/international institutions, UN agencies, and NGOs.
• Experience working with migrants, refugees, internally displaced persons, victims of trafficking, and other vulnerable groups is essential.
• Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is considered an advantage.

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

Experience:
The position requires candidates to have a minimum of three years of relevant professional experience if they hold a Bachelor’s degree. Experience should include working with governmental authorities, law enforcement agencies, and international organizations. Candidates should also have experience in dealing with migrants and vulnerable populations, demonstrating an understanding of the complexities involved in migration issues. Prior experience in a multicultural environment is highly valued, as it indicates the ability to navigate diverse cultural contexts effectively.

Languages:
While the job description does not specify mandatory languages, proficiency in English is likely essential given the international nature of the organization. Knowledge of Malay or other local languages may be advantageous, as it would facilitate communication with local stakeholders and authorities. Candidates who are multilingual may have an edge in this role, especially in a diverse country like Malaysia.

Additional Notes:
The position is likely to be full-time, and while the specific contract duration is not mentioned, it is common for such roles to be project-based, potentially leading to extensions based on project funding and performance. The seniority level is considered entry to mid-level, making it suitable for individuals looking to advance their careers in migration and border governance. Compensation and benefits details are not provided in the job description, but candidates can expect competitive remuneration in line with IOM standards.