PMO Specialist

Job Purpose

To provide project management support through effective project monitoring, reporting, governance, documentation, and stakeholder coordination, ensuring projects are delivered in line with established PMO standards and requirements. 

Key Accountability Areas

Project Documentation & Reporting

• Support Project Managers in the preparation, maintenance, and submission of required project management documentation in accordance with established PMO standards and procedures.
• Maintain and update project information, status reports, and relevant records within approved reporting tools and/or Project Management Information Systems (PMIS).

Meeting Support & Action Follow-up

• Support Project Managers in preparing and documenting minutes of meetings involving leadership, business stakeholders, and other relevant parties.
• Maintain action trackers and follow up with responsible stakeholders to ensure timely completion and closure of agreed actions.

Project Monitoring & Compliance

• Support Project Managers in identifying, monitoring, and following up on project-level risks, issues, and required mitigation actions.
• Monitor the status and progress of assigned projects and coordinate with Project Managers, as required, to support timely delivery and adherence to established PMO requirements.
• Support Project Managers in ensuring that applicable projects comply with PMO governance requirements, including stage-gate processes, approvals, and required documentation.

Governance & Document Management

• Support the proper organization, maintenance, and archiving of project documentation upon completion of project phases and/or project closure.
• Ensure project records are maintained in accordance with approved folder structures, naming conventions, document control, version control, and retention requirements.

Project Ownership

• Support in managing assigned low-complexity projects or initiatives from initiation through closure, with appropriate guidance and support from the Project Manager.
• Ensure assigned projects are delivered in accordance with agreed scope, timelines, deliverables, and governance requirements.

Stakeholder Coordination

• Coordinate and collaborate with Project Managers, business stakeholders, and other relevant parties to facilitate effective project communication and execution.
• Support cross-functional coordination and follow-up activities as directed by the PMO Manager or Project Manager.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvement:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies