Project Assistant

The Project Assistant supports the implementation and monitoring of project activities in the IOM Malaysia Country Office. The role involves administrative coordination, data compilation, budget monitoring, and liaison with various stakeholders to ensure smooth project functioning.

Responsibilities

• Assist in the implementation and monitoring of project activities
• Retrieve, compile, summarize, analyse, and present information/data on specific project topics
• Monitor budget; verify availability of funds; obtain necessary approval and update budget related information
• Act as focal point for administrative coordination of project implementation, involving extensive liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions
• Draft status reports, identifying shortfalls in delivery, bring them to the attention of the supervisor and suggest remedial actions
• Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation
• Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops and training sessions
• Participate in meetings and conferences; assist in coordinating implementation activities with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project
• Assist in monitoring work of implementing partners and report non-compliances to the supervisor
• Provides guidance/training to new/junior staff, as needed
• Perform other related duties as assigned

Requirements

• School diploma with five years of relevant experience; or, 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
• Experience in implementing and/or managing development and humanitarian projects essential
• Experience in data collection, information management and report writing desirable
• Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage
• Ability to quickly multi-task on a variety of administrative and logistical tasks
• Knowledge of writing technical documents for variety of audiences
• Strong computer skills and ability to learn new administrative computer systems
• Strong organizational skills
• Knowledge of financial rules and regulations
• Fluency in English and Bahasa Melayu (oral and written)

Skills

• Project Implementation
• Humanitarian Programme Management
• Data Collection
• Information Management
• Report Writing
• Stakeholder Liaison
• Working with Migrants and Refugees
• Experience with Refugees
• Working with vulnerable groups
• Multi-cultural Work Experience
• Administrative Coordination
• Logistics Coordination
• Technical Document Development
• Computer Literacy
• Financial Rules Knowledge
• Budget Monitoring

Languages

English, Bahasa Melayu