Project Assistant

IOM - UN Migration; Kampung Malaysia Tambahan; Presencial; MYR 60 000 - 90 000; Tempo integral

Resumo da oferta

IOM Malaysia invites applications for an administrative role to support project implementation, budgeting and reporting within the International Organization for Migration (IOM).

Based in Kuala Lumpur, you will coordinate with government and UN partners, manage records and documentation, assist in meetings and training, and help monitor funds and deliverables for assigned programmes.

Qualificações

• Diploma with five years of relevant experience.
• Bachelor's degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law or related fields with three years of relevant professional experience.
• Experience in implementing and/or managing development and humanitarian projects is essential.
• Experience liaising with governmental authorities, national/international institutions, United Nations agencies and NGOs preferred.

Responsabilidades

• Assist in the implementation and monitoring of project activities.
• Retrieve, compile, summarize, analyse, and present information/data on project topics.
• Monitor budget; verify funds availability; obtain approvals and update budget information.
• Coordinate administrative actions and liaise with diverse units and external partners.
• Draft status reports and briefing notes; prepare reports and graphics.
• Respond to information requests; organize meetings, workshops and training sessions.
• Coordinate implementation activities with local authorities and UN agencies; engage with donors and stakeholders.
• Assist in monitoring partners and report non-compliances; provide guidance to junior staff.

Conhecimentos

Administrative coordination

Budget monitoring

Report writing

Data analysis

Communication skills

Formação académica

Diploma with relevant experience

Bachelor's degree in Political or Social Sciences / International Relations / Development Studies / Migration Studies / Human Rights / Law

Ferramentas

MS Office

MS Excel

Descrição da oferta de emprego

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

The IOM Malaysia Country Office has a variety of projects regarding migrant protection and assistance, immigration and border governance, counter trafficking, labour migration, business and human rights, migrant training, and engagement with private sector to promote migration, business and human rights of migrant workers in global supply chains. This position will provide implementation support to the programme unit, ensuring smooth functioning of activities, and serve as a key liaison between the programme unit and the resource management unit.

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, etc.
• 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.

Qualifications

Required Qualifications and Experience

Education

• 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

Accredited Universities are those listed in the UNESCO World Higher Education Database.

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; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• 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.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM’s official languages (English, French, Spanish).

For this position, fluency in English and Bahasa Melayu is required (oral and written).

DESIRABLE

Working knowledge of other languages are an added advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.