Project Assistant

UN Atlas; Kuala Lumpur; On-site; MYR 60,000 - 78,000; Full time

Job summary

IOM Malaysia Country Office seeks a Project Assistant to support the programme unit, ensuring smooth activity functioning and acting as a liaison between programme and resource management units.

You will assist in implementation and monitoring of project activities, manage budgets, draft reports, coordinate with local authorities, partners, UN agencies, and other stakeholders, and provide guidance to junior staff.

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 with three years of relevant professional experience.

Responsibilities

• Assist in 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.

Skills

Multi-tasking

Administrative skills

Strong computer skills

Organizational skills

Knowledge of financial rules

Education

Bachelor’s degree or Diploma in Political/Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related field

Job description

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.

Education: 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 institution with three years of relevant professional experience. Accredited universities are those listed in the UNESCO World Higher Education Database.

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.

Required languages: English

Desired languages: