Assistant Manager, Program Management Office

MIMOS BERHAD; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A technology firm in Kuala Lumpur is seeking an Assistant Manager to lead and manage projects successfully. The role requires project planning, stakeholder management, and cost management. Candidates should have a relevant degree and certifications, with strong communication skills in Bahasa Malaysia and English. This is crucial for ensuring project deliverables are met according to the required quality standards.

Qualifications

• Strong proficiency in project planning and management.
• Experience in stakeholder management and conflict resolution.
• Familiar with documentation and reporting processes.

Responsibilities

• Lead and manage multiple projects to meet stakeholder expectations.
• Define project scope, goals, and deliverables with stakeholders.
• Manage project costs and budgets effectively.

Skills

Project Planning

Risk Assessment and Management

Resource Allocation and Management

Budgeting and Cost Management

Quality Assurance and Control

Change Management

Procurement and Vendor Management

Excellent Communication Skills

Education

Degree in Science, Technology, Engineering, or related discipline

Project Management Professional (PMP) or Prince2 Certification

Tools

Microsoft Project

Job description

Overview

Assistant Manager position responsible for effectively leading and managing projects to achieve successful outcomes, meeting stakeholder expectations and organizational objectives. This role has the overall responsibility for initiation, planning, design, execution, monitoring, controlling and closure of projects to ensure they are delivered on time, within budget and to the required quality standards. The role serves as a focal point for escalation and reporting to Senior Management.

Primary Duties & Responsibilities

• Scope Management: Define project scope, goals, and deliverables in collaboration with project stakeholders. Ensure user requirements are clear (in-scope/out-of-scope), documented and agreed upon by stakeholders. Ensure project deliverables are defined and delivered as agreed with the customer/user. Effectively manage scope from start to finish, managing scope creep and ensuring change management is practiced. Lead and oversee multiple projects simultaneously.
• Schedule Management: Work with project team to establish detailed schedule for work packages. Identify dependencies and critical paths. Perform project schedule baseline once the schedule is fully integrated and consolidated. Coordinate project activities and ensure milestones are met. Monitor and track progress against established metrics. Evaluate performance and adjust with the team to address schedule slippage; develop action or recovery plans. Develop a Project Closure report and archive all project documentation in a secure location. Document project successes, failures, and lessons learned. Ensure closure activities are completed within the defined timeline. Close all project contracts and agreements.
• Cost/Budget Management: Evaluate and finalize estimated costs. Initiate project coding in SAP. Manage and monitor project costs using SAP. Prepare the project’s spending plan and monitor spending against the plan; report on spending performance.
• Quality Management: Ensure project quality and compliance with project standards. Identify opportunities for process improvement and best practices. Identify and manage project risks; perform risk evaluation and analysis impact. Drive risk response and escalate as needed. Maintain project risk register and issue log.
• Integration Management: Ensure project objectives align with organizational goals. Oversee integration of scope, schedule, budget, resources, quality, risk, and communications to achieve project objectives.
• Procurement Management: Contribute inputs on the approach to delivery (internal, partially outsourced, or fully outsourced). Prepare and manage the procurement plan.
• Communication Management: Determine project governance and communication structure. Prepare status reports and presentations. Facilitate project meetings with minutes and action items. Maintain effective communication with stakeholders. Report progress against baseline to management and relevant stakeholders.
• Stakeholder Management: Identify project stakeholders. Develop and maintain positive working relationships; resolve conflicts within the project team.
• Resource Management: Identify project team members by skillsets and headcount; ensure resource requirements are met. Work with hiring managers to ensure resources have the correct skillsets and are available according to loading requirements. Provide costing information for resources’ contracts. Ensure team members are trained and equipped; provide leadership and direction. Demonstrate experience in project lifecycles, methodologies, and stakeholder relationship management.

Qualifications

• Degree in Science, Technology, Engineering, Information Technology, Computer Science or a related discipline. A master’s degree or additional certifications may be advantageous.
• Relevant certification such as Project Management Professional (PMP) or Prince2 Certification is advantageous.

Technical/ Functional Skills

• Project Planning: Create comprehensive project plans with scope, objectives, timelines, deliverables, and resource requirements. Proficiency in Gantt charts, WBS, and project scheduling software (e.g., Microsoft Project).
• Risk Assessment and Management: Identify risks, analyze impact and probability, and develop mitigation strategies. Create risk registers and risk response plans.
• Resource Allocation and Management: Allocate resources efficiently, estimate and optimize resources; ensure on-time delivery within budget.
• Budgeting and Cost Management: Develop budgets, track expenditures, forecast costs, and control budgets.
• Quality Assurance and Control: Define quality metrics, conduct inspections, and implement QA processes.
• Change Management: Manage changes to scope, schedule, and requirements with proper documentation and approval.
• Procurement and Vendor Management: Develop procurement plans and manage vendor delivery.
• Technical Knowledge: Knowledge relevant to the project domain (e.g., software development, engineering) as needed.
• Documentation and Reporting: Create and maintain project documents, status reports, meeting minutes, and other communications.
• Stakeholder Management: Identify stakeholders and engage them effectively throughout the project lifecycle.
• Continuous Improvement: Identify and implement process improvements for future projects.

Soft Skills

• Excellent Communication Skills: Develop and implement communication plans; bilingual in Bahasa Malaysia and English preferred.
• People Management, Leadership, Coaching and Mentoring: Lead and develop teams; manage performance and succession.
• Influencing and Negotiation: Persuade others and reach mutually beneficial agreements.
• Conflict Management, Time Management, Writing and Presentation Skills: Resolve conflicts, prioritize tasks, and communicate effectively.