Programme Management Executive (IT PMO)

Department

Information Services Division

Reports To

PMO Lead / Head of Business Systems

Job Purpose

The Programme Management Executive supports the IT Programme Management Office (PMO) in coordinating, monitoring, and governing technology projects, operational initiatives, and corporate information system activities. The role is responsible for ensuring effective programme execution, maintaining project governance standards, monitoring delivery milestones, tracking risks and issues, supporting stakeholder communications, and facilitating the smooth operation of enterprise information systems and business processes.

The incumbent serves as a central coordination point between IT teams, business stakeholders, vendors, and management to ensure projects and operational activities are delivered on time, within scope, and aligned with organizational objectives.

Key Responsibilities

Programme & Project Coordination

Support the planning, coordination, and execution of IT programmes and projects.
Maintain programme schedules, project plans, milestones, and deliverables.
Monitor project progress and escalate schedule, resource, or scope concerns when necessary.
Coordinate project meetings, steering committee sessions, workshops, and stakeholder reviews.
Track project dependencies and ensure timely follow-up on action items.
Assist IT leaders and software leads in day-to-day project administration.

PMO Governance & Reporting

Ensure adherence to PMO methodologies, governance frameworks, and project management standards.
Maintain project documentation, governance records, and project repositories.
Consolidate programme status reports, dashboards, and executive management updates.
Track programme KPIs, project health indicators, budget utilization, and resource allocation.
Prepare reports and presentations for senior management and executive committees.
Support project audits, compliance reviews, and governance assessments.

Risk, Issue & Change Management

Maintain programme and project risk registers.
Monitor issues, risks, and mitigation plans across multiple initiatives.
Coordinate issue resolution activities with project teams and stakeholders.
Support change request logging, impact assessment, and approval processes.
Ensure timely escalation of critical risks impacting project delivery.

Corporate Information Systems Support

Support initiatives relating to corporate applications, enterprise systems, digital transformation programmes, and process improvement projects.
Coordinate system implementations, enhancements, upgrades, and maintenance activities.
Track system-related incidents, service requests, and improvement initiatives where applicable.
Assist in ensuring business continuity and operational readiness during system deployments.
Collaborate with business users to gather requirements and monitor operational effectiveness.

Stakeholder & Vendor Management

Liaise with business units, IT teams, external vendors, and consultants to support successful programme delivery.
Coordinate communication between stakeholders and project teams.
Monitor vendor deliverables, project commitments, and contractual obligations.
Facilitate timely resolution of stakeholder concerns and operational issues.

Documentation & Process Management

Develop and maintain project templates, standard operating procedures (SOPs), and PMO documentation.
Ensure project artefacts are accurately maintained and properly archived.
Support continuous improvement of PMO processes and governance practices.
Maintain knowledge repositories and programme documentation libraries.

Financial & Resource Administration

Support project budget monitoring and expenditure tracking.
Assist with procurement activities, purchase requisitions, vendor onboarding, and contract administration.
Monitor resource utilization and allocation across programmes and projects.
Support periodic forecasting and budget reporting activities.

Qualifications & Experience

Education

Bachelor's Degree in:
Information Technology
Computer Science
Information Systems
Business Administration
Project Management
Or related discipline

Experience

2-5 years of experience in:
PMO operations
Project coordination
IT project administration
Programme management support
Business process management
Experience supporting enterprise IT projects or corporate information systems is preferred.
Candidates with strong results in Mathematics at the college or university level has a distinct advantage

Professional Certifications (Preferred)

PMP (Project Management Professional)
PRINCE2 Foundation or Practitioner
CAPM (Certified Associate in Project Management)
PMO Certified Practitioner
ITIL Foundation
Agile Practitioner / Scrum Certification

Technical Skills

Microsoft Project
Microsoft Planner
Microsoft Project Online
Microsoft Power BI
Microsoft SharePoint
Microsoft Teams
Microsoft Excel (advanced reporting and data analysis)
JIRA / Confluence (preferred)
Project portfolio management tools (PPM)
Document management systems

Core Competencies

Project & Programme Management

Project coordination
Planning and scheduling
Governance and compliance
Risk and issue management
Change management

Analytical Skills

Data analysis and reporting
Problem-solving
Process improvement
KPI monitoring

Communication & Stakeholder Management

Written and verbal communication
Presentation skills
Meeting facilitation
Stakeholder engagement

Organizational Skills

Multi-tasking
Time management
Attention to detail
Documentation management

Key Performance Indicators (KPIs)

Timely submission of programme and project reports.
Accuracy and completeness of PMO documentation.
Percentage of projects compliant with PMO governance standards.
On-time completion of action items and project milestones.
Timely escalation and tracking of project risks and issues.
Stakeholder satisfaction with PMO support services.
Quality and accuracy of management dashboards and reporting.
Successful coordination of system implementation and enhancement activities.

Ideal Candidate Profile

A proactive and detail-oriented professional who can effectively coordinate multiple IT initiatives, maintain strong governance and reporting disciplines, and work collaboratively with business and technical stakeholders. The candidate should possess strong organizational skills, be comfortable handling executive-level reporting, and have a passion for driving operational excellence within an IT PMO environment.

Pay: RM2,800.00 - RM3,000.00 per month

Benefits:

Health insurance
Professional development

Work Location: In person

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Programme Management Executive