Job Description

Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Project Manager; and, in collaboration with relevant units at the Malaysia Mission, the successful candidate will be responsible and accountable in supporting the implementation of project activities in the Malaysia Mission.



RESPONSIBILITIES

Responsibilities and Accountabilities

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.



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.

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:

IOM's official languages are English, French, and Spanish.

REQUIRED

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

DESIRABLE

Working knowledge of other languages are an ad

Required Competencies

Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these three 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 1) (applicable only if position is 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

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. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. 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 online recruitment system. The online tool also allows candidates to track the status of their application. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies