Program Coordinator

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

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

• Keep records of key decisions made and maintain up-to-date meeting notes, following up on action points with individuals as appropriate;
• 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.

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

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

• 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;
• 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;
• Prepare letters, regular progress reports, briefings and presentations for internal and external stakeholders.

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

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

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

• 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.

• 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.

• 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.

• 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.

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