Senior Project Assistant

Job Description

Organizational Context and Scope

Working under the overall supervision of the Chief of Mission and the direct supervision of the Project Development & Programme Support Officer, the incumbent will be responsible for the coordination and implementation of the activities under the strategic communications projects of IOM Malaysia. Furthermore, the incumbent will support the information management of IOM Malaysia programmes with the guidance of the Programme Support Unit.

Responsibilities

Responsibilities and Accountabilities

1. Assist in the planning, coordination, implementation and monitoring of project activities.

2. Compile, summarize, analyse, and present information/data on specific project topics, highlighting noteworthy issues for the consideration of appropriate parties.

3. Monitor budget implementation and propose adjustments as necessary.

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, follow-up on administrative actions, etc.

5. Draft status reports; identify shortfalls in delivery, bring them to the attention of the supervisor and suggest corrective measures.

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

7. Organize meetings, workshops and training sessions; prepare training materials and participate in the delivering of capacity building workshops.

8. Respond to complex information requests and inquiries; set up and maintain files/records. 

9. Participate in meetings and conferences; maintain effective liaison and coordination with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project. 

10. Monitor work of implementing partners and report any non-compliance to the supervisor. 

11. Provide inputs for the development of Standard Operations Procedures (SOP) and concept papers and provide general support for the development of new projects. 

12. Provide guidance/training and assist in coordinating and monitoring work of other staff in the unit; may supervise other staff as assigned. 

13. Perform other related duties as assigned.

Qualifications

Required Qualifications and Experience

EDUCATION

• High School diploma with six years of relevant experience, or

• Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Information Management, Development Communications or related fields from an accredited academic institution with four years of relevant professional experience.

EXPERIENCE

• Experience in information management;

• Experience in developing conducting monitoring and evaluation (M&E) activities;

• Experience in strategic communications;

• 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, on-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,

• Knowledge of UN and bilateral donor programming;

• Knowledge of financial rules and regulations.

Required Skills

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