Senior Project Assistant

Organizational Context and Scope:-

Malaysia became an IOM Observer State in 2020. The country has an extensive history of migration and remains the largest migrant-receiving country in Southeast Asia, hosting an estimated 2.4 million documented migrants as of 2024, with unofficial estimates suggesting an additional 1.7 to 4 million migrants with irregular status.

IOM Malaysia works closely with the Government of Malaysia, non-governmental organizations (NGOs), community-based organizations (CBOs), academia and other actors to develop and implement migrant protection strategic, policies and guidance, while also working with border authorities with a view to strengthening their institutional capacity and enhancing the integrated border management approach in Malaysia through targeted capacity building initiatives.

Relevant priority programming areas for the mission include, but not limited to, migrant protection, counter trafficking, assisted voluntary return and reintegration (AVRR), immigration detention and alternatives to detention, integrated border management, border management information systems, readmission cooperation, legal identity, and counter migrant smuggling.

RESPONSIBILITIES

Responsibilities and Accountabilities:-

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

• Assist in compiling, summarizing, analysing, and presenting information/data on specific project topics, highlighting noteworthy issues for the consideration of appropriate parties.

• Support in monitoring budget implementation and propose adjustments as necessary . [AH1]

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

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

• Assist in organizing meetings, workshops and training sessions; prepare training materials and participate in the delivering of capacity building workshops.

• Support in responding to complex information requests and inquiries; set up and maintain files/records.

• 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.

• 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.

• Assist in monitoring work of implementing partners and report any non-compliance to the supervisor.

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

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

• Perform other related duties as assigned .

QUALIFICATIONS

Required Qualifications and Experience

EDUCATION

• School diploma with six 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 four years of relevant professional experience.

EXPERIENCE

• Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and civil society organizations;
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups;
• Demonstrated experience working in states characterized by distinct legislative and administrative arrangements, including varying competencies over immigration, land, and native affairs;
• In-depth knowledge of cultural and socioeconomic backgrounds across geographically separate and diverse ethnic populations within Malaysia, particularly Sabah and Sarawak; and
• Work experience in institutions/organization in a multi-cultural setting.

SKILLS

• In-depth knowledge of migration related issues including counter-trafficking and migrant protection;
• In-depth understanding of cultural and socioeconomic backgrounds in Malaysia, namely Sabah and Sarawak;
• In-depth understanding of asymmetric federal-state relations and political dynamics across diverse Malaysian states;
• Flexibility and availability as the position requires frequent and extensive travel to field locations and other states in Malaysia, namely Sabah and Sarawak, to support trainings and coordinate with local partners;
• Knowledge of UN and bilateral programming; and
• Project management and stakeholder management skills.