Asian Institute Of Chartered Bankers Hiring! Full Time IT Project Support in Federal Territory, Earn up to MYR 4,000 - Ricebowl

ROLE SUMMARY:

Provide comprehensive project coordination, administration and delivery support to enable IT projects to be executed in a controlled, timely and well-documented manner. The role supports the Project Manager across project planning, governance, meetings, action follow-up, risk and change coordination, financial administration, stakeholder communication and document control, while also supporting testing, system readiness, cutover and post-implementation activities. The role is expected to maintain accurate and traceable project information, exercise sound judgement in day-to-day coordination, work effectively with minimal supervision, and contribute to disciplined project delivery in accordance with organisational policies and governance requirements.

RESPONSIBILITIES:

• Assist the Project Manager in project administration, coordination and support activities across the project life cycle, including initiation, planning, execution, testing, deployment, transition and closure.
• Assist in the preparation and maintenance of project plans, workplans, milestone schedules, action trackers and dependency lists; coordinate and follow up project activities with responsible parties and promptly highlight overdue or at-risk items to the Project Manager.
• Support project governance and control activities, including coordination of change and risk management, and maintain key project records such as risks, issues, assumptions, dependencies, decisions and change requests with clear ownership, due dates and supporting evidence.
• Coordinate regular and ad-hoc project meetings, including scheduling, agenda preparation, organisation and distribution of meeting materials, recording of decisions, assigned tasks and next steps, preparation of accurate minutes, and follow-up on agreed actions.
• Prepare and compile project reports, status updates, dashboards, discussion materials and management information to provide clear visibility of progress, milestones, outstanding actions, risks, issues and decisions required.
• Set up and maintain project files and document-control procedures, including version control, filing conventions, approval records, project correspondence and retention of key project documents in the designated repository.
• Coordinate and communicate with relevant business users, IT teams, vendors and other stakeholders on matters arising from project working discussions and management meetings, ensuring that decisions, actions and required information are communicated accurately and promptly.
• Assist with project financial administration, including monitoring budget utilisation, preparing or tracking payment documentation, maintaining IT invoice records, monitoring committed costs and payment status, and escalating discrepancies or delays to the Project Manager.
• Support system testing activities by coordinating test schedules, test participants, test evidence, issue or defect logs, retesting and completion status in accordance with the agreed test approach.
• Assist with approved system setup and configuration activities, and coordinate with IT teams and vendors to ensure that required environments, access, data, documentation and technical prerequisites are ready for project activities.
• Coordinate business familiarisation, operational readiness and cutover preparations, including readiness checklists, stakeholder confirmations, deployment dependencies, communications and transition activities required for go-live.
• Support post-implementation and stabilisation activities by tracking incidents, outstanding defects, user feedback, vendor actions and handover items until ownership is transitioned to the relevant operational or support team.
• Ensure project support activities are performed in accordance with applicable IT policies, project governance practices, information-security requirements, approval authorities and organisational procedures.
• Identify opportunities to improve project administration, reporting, templates, trackers and coordination practices to enhance consistency, transparency and delivery efficiency.

JOB KNOWLEDGE:

• Familiarity with project-management principles, life-cycle concepts, project governance and project-control disciplines, with practical understanding of project administration and coordination responsibilities.
• Understanding of project planning, milestone tracking, action management, risk and issue management, change control, decision logging and project reporting.
• Knowledge of project documentation and document-control practices, including meeting records, version control, approval records, flowcharts and maintenance of complete and auditable project evidence.
• Basic understanding of the systems-development / implementation life cycle, including requirements, configuration, testing, defect management, deployment, cutover, stabilisation and handover to support.
• Practical understanding of user acceptance testing and test coordination, including test schedules, evidence, defect tracking and retesting.
• Working knowledge of project financial administration, including budget tracking, invoices, purchase or payment documentation and expenditure monitoring.
• General awareness of IT applications, infrastructure, access management, data, interfaces and operational-support concepts sufficient to coordinate technical project activities effectively.
• Awareness of information-security, technology-risk and confidentiality requirements relevant to IT project delivery.
• Proficiency in Microsoft Office / Microsoft 365 applications, particularly Excel, PowerPoint, Word and Teams, with hands-on experience in Microsoft Project or equivalent project-management tools. Ability to prepare project documentation, trackers, presentations and basic process flowcharts; familiarity with SharePoint, project-management platforms or issue-tracking tools is advantageous.

SKILLS / COMPETENCIES:

• Project Coordination & Control - organises activities, maintains trackers and follows through on commitments to support delivery against agreed milestones.
• Planning, Multitasking & Time Management - manages multiple concurrent activities, prioritises competing tasks, remains highly organised and maintains a strong sense of urgency and deadline without compromising accuracy.
• Communication - demonstrates strong verbal and written communication skills, particularly in English, and produces clear, concise and audience-appropriate project records, correspondence, minutes and updates.
• Attention to Detail - is meticulous, organised and focused; maintains accurate records, detects inconsistencies and ensures project documentation is complete, current and traceable.
• Analytical Thinking - applies a structured and analytical approach to project information, identifies gaps or emerging concerns and supports timely escalation and decision-making.
• Stakeholder Coordination - works collaboratively with business, IT and vendor stakeholders and follows up diplomatically but persistently on agreed actions.
• Initiative & Independence - is able to function effectively with minimal supervision, takes ownership of assigned support activities, resolves routine coordination issues independently and escalates matters appropriately.
• Digital Literacy - uses office productivity, project-tracking and collaboration tools effectively to manage information and produce reliable reports.
• Learning Agility & Career Development - demonstrates enthusiasm for continuous professional growth, actively builds IT and business knowledge, and adapts positively to changing project priorities and delivery requirements.
• Integrity & Confidentiality - handles project, commercial and operational information responsibly and acts in accordance with organisational policies and professional standards.

EXPERIENCE:

• Minimum 2 years of relevant experience in project coordination, project administration, PMO support or a similar delivery-support role; prior experience supporting IT or systems-implementation projects is preferred.
• Practical experience in maintaining project plans, meeting records, action trackers, status reports and project documentation.
• Experience coordinating testing, system implementation, cutover, business readiness or post-implementation support activities is an advantage.
• Experience working with multiple internal stakeholders and external vendors in a deadline-driven environment is preferred.
• Exposure to project budget tracking, invoice administration or procurement documentation is advantageous.

QUALIFICATION:

• Bachelor's degree in Business, Business Administration, Information Technology, Computer Science, Project Management or a related discipline.
• Project-management certification or formal training such as PMP, PRINCE2, CAPM, Agile/Scrum or equivalent is an advantage.

Pay: Up to RM4,000.00 per month

Work Location: In person