Program Coordinator

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For over 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM’s Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence by 2030, we are seeking a Program Coordinator to support the IJM Malaysia Program Team in the implementation of project activities. The Program Coordinator will lend his/her organizational, administrative, and logistical support skills and impart a high level of coordination between various parties to ensure smooth implementation of project activities.

This position is based in Kuala Lumpur, Malaysia and reports to the Senior Manager, Program, Malaysia and is only available for candidates with the right to work in Malaysia.

Responsibilities:

Leadership and Management

1. Support IJM’s project activities including training program, events and relevant activities from design, planning, and through to successful completion;
2. Manage program resources, including budgeting, procurement, allocation of budgets, materials and equipment; Ensure efficient utilization of resources to achieve program goals within allocated budget.

Networking & Partnership

1. Cultivate strong positive relationships with project stakeholders, including government and non-government agencies. Continuously engaging them in feedback process to ensure participation and support;
2. Assist in program partnership monitoring and coordination;
3. Coordinate with speakers, trainers, and facilitators from both within and outside IJM, and search and identify new resource persons.

Communication

1. Keep records of key decisions made and maintain up-to-date meeting notes, following up on action points with individuals as appropriate;
2. Serve as the primary contact for internal and external stakeholders, including team members, NGO partners, and training participants. Facilitate effective communication and collaboration among all parties.

Training and Development

1. Work with training speakers, trainers and facilitators for preparation of consultancy agreements, training content and modules, and materials required for trainings/meetings/workshops;

Research, Program Management and M&E

1. Monitor program progress and performance against established targets;
2. Collect, analyze and provide reports to track outcomes, identify areas for improvement, and provide feedback and advice to Senior Manager, Program;
3. Conduct pre and post-test for each training program, evaluate and analyze results after each training session;
4. Perform desktop research of information related to human trafficking and forced labor.

Documentation, Reporting & Data Management

1. Assist in the preparation of project reports, evaluations, and other project documentation, including yearly and quarterly work-plans, budgets, quarterly/annual reports and other supportive reports if necessary;
2. Responsible in maintaining accurate records, documentations and reports related to program activities, expenditure and outcomes, including weekly data quality checks of Justice Data Solution data entry and work proactively with the program team to assist in the revision process;
3. Prepare letters, regular progress reports, briefings and presentations for internal and external stakeholders.

Events and Logistics

1. Assist program team in any duties which enable project delivery e.g. procurement, organizing training/workshop, etc;
2. Provide support in preparation for IJM staff visits, partners’ meetings, external stakeholders’ meetings including briefings, itinerary planning and logistics;
3. Liaise closely with IJM Finance and Administration teams with regard to timely payment of deposits and final payments for travel, accommodation and venue hire.

Clerical and Administration

1. Support the program team in preparing payment requests/expense reports for authorization;
2. Handle program-related finance processes including Spend Authorizations, supporting documentations, and clearing Expense Reports on behalf of program team.

General tasks

1. Perform any other duties as may be assigned;
2. Participate in IJM programs promoting professional development and growth.

Qualifications:

Education & Experience

• Graduate degree is required and preferably in Social Sciences, Political Science, International Relations, Communication or related fields;
• Minimum three years of work experience in related functions;
• Experience working with government and/or understanding of the government structures and practices;
• Experience and understanding on human trafficking and forced labor issues.

Technical Competencies

• Strong research, writing and verbal communication skills in English and Bahasa Malaysia language required;
• High proficiency with Microsoft Office programs, particularly Word, Excel and PowerPoint. Experience with database management programs desirable;
• Effective communication that enhances productivity and facilitates positive workplace relationships;
• Proven track record in budget management;
• Demonstrated skills in providing administrative and logistical support in organizing meetings, workshops, conferences required.

Non-Technical Competencies

• High degree of organization, attention to detail, and ability to multi-task;
• Professional presentation in demeanor;
• Exceptionally high level of honesty and integrity;
• Meticulous attention to detail, effective multi-tasker and sound judgment;
• Ability to take initiative and provide constructive feedback, and strong analytical and problem-solving skills;
• Disciplined with priorities and works well under deadline pressures;
• Excellent interpersonal skills, cross-cultural communication, and experience or desire to work comfortably within a multi-ethnic team;
• Sustained positive attitude;
• Passionate commitment to and understanding of IJM mission;
• Flexible and willingness to work as requested during urgent program operations and other events that falls on weekends or holidays.

Critical Qualities:

• Self-starter with strong initiative;
• Disciplined with priorities;
• Strong interpersonal skills and self-awareness;
• Exceptional verbal and written communication;
• Flexible, collaborative and eager to support others;
• Effective team player who fosters collaborative environment; and
• Adept at creative problem solving.

Application Process:

Interested applicants, please send your Cover Letter, IJM Application Form (please click here for the template) and CV/Resume in English to malaysia@ijm.org not later than 30 April 2024.

Remarks: Only shortlisted candidates will be contacted.

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection and hiring criteria subject to assessing the candidates value congruence and thorough background, police clearance, and reference check processes. IJM requires a background check, police clearance and thorough review of references with an employment offer and/or employment contract.