Project Assistant
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related agency focused on promoting humane and orderly migration. The IOM Malaysia Country Office manages diverse projects in areas such as migrant protection, border governance, and labour migration. This Project Assistant role supports the programme unit, ensuring smooth activity functioning and acting as a liaison between programme and resource management units.
Job Purpose
The Project Assistant role is crucial for supporting the IOM Malaysia Country Office's diverse projects, which span migrant protection, border governance, counter-trafficking, labour migration, and business and human rights initiatives. The incumbent will provide essential implementation support to the programme unit, ensuring the seamless execution of project activities. This position serves as a key liaison, facilitating effective communication and coordination between the programme unit and the resource management unit. By ensuring smooth operations and administrative support, the Project Assistant contributes directly to the successful delivery of IOM's mandate to promote humane and orderly migration and assist people on the move.
Responsibilities
Assist in the implementation and monitoring of project activities, including retrieving, compiling, summarizing, and analyzing project-related data. Monitor project budgets, verify fund availability, obtain necessary approvals, and update budget information. Serve as a focal point for administrative coordination, liaising with internal units and external parties to process administrative actions. Draft status reports, correspondence, and project documentation, including briefing notes and presentations. Respond to information requests, maintain project files, and organize meetings and workshops. Participate in meetings and assist in coordinating implementation activities with local authorities, partners, UN agencies, and other stakeholders. Monitor the work of implementing partners and report any non-compliance issues. Provide guidance and training to junior staff as needed, and perform other related duties as assigned.
Work Experience
Essential experience includes implementing and/or managing development and humanitarian projects. Desirable experience includes data collection, information management, report writing, liaising with governmental authorities and international institutions, working with vulnerable groups, and prior experience in a multicultural setting with international organizations.
Skills
Ability to multi-task administrative and logistical tasks, knowledge of writing technical documents, strong computer skills, ability to learn new administrative systems, strong organizational skills, and knowledge of financial rules and regulations.