Project Assistant

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

Applications are welcome from internal and external candidates. 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.

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.

1. Assist in the implementation and monitoring of project activities.

2. Retrieve, compile, summarize, analyse, and present information/data on specific project topics.

3. Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.

4. 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.

5. Draft status reports, identifying shortfalls in delivery, bring them to the attention of the supervisor and suggest remedial actions.

6. Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation.

7. Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops and training sessions;

8. 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.

9. Assist in monitoring work of implementing partners and report non-compliances to the supervisor.

10. Provides guidance/training to new/junior staff, as needed.

11. Perform other related duties as assigned.

•  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 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.

• 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.

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).

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.

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

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies