Portfolio Management Officer

Islamic Development Bank; Jeddah; On-site; SAR 180,000 - 280,000; Full time

Job summary

Islamic Development Bank in Jeddah seeks a Portfolio Management Officer Specialist to support the Portfolio Manager(s) and Project Manager(s) in KAAP, coordinating day-to-day project progress and lifecycle activities.

Under guidance, you will monitor financials, manage information flows, document lessons learned, and assist in planning, budgeting, and KAAP policy compliance. The role involves coordinating with PMUs/PMOs and execution agencies in a complex environment.

Qualifications

• Master's degree in Engineering, Business Administration, Development, or related field.
• 3+ years of relevant experience in project coordination, budgeting, reporting and contract management.

Responsibilities

• Provide substantive inputs to assist in preparation of project reports and documents.
• Maintain records of project files and other supporting documents.
• Support compilation, consolidation, and analysis of data from the program.
• Assist in preparation of project completion reports and ensure contractual obligations are met.
• Coordinate with support units on administrative matters related to contract management.
• Liaise with PMUs/PMOs to complete assurance-related tasks.
• Disseminate best practices and lessons learned for knowledge building.
• Review monthly and quarterly activity/financial reports against work plans and budgets.

Education

Master's degree in Engineering/Business Administration/Development

Job description

The Portfolio Management Officer Specialist is responsible for supporting the Portfolio Manager s and or Project Manager s with the day-to-day operations of KAAP and coordinating projects progress and implementation The Portfolio Management Officer Specialist will work under guidance and direct supervision of the Portfolio Manager s and or Project Manager s for KAAP project life cycle support in close cooperation with Project Management Units PMUs or Project Management Consultants PMCs and or execution agencies local contractors He she maintains a close eye on the operational and financial performance identifies probable issues that may need attention supports problem analysis and solution identification as necessary coordinate resolution as per action-items assigned drafting required correspondence to stakeholders concerned and preparation of project reports The role can often be required to work in complex and challenging environments with limited resources and limited guidance

KEY ACCOUNTABILITIES

Project implementation

• Support the Portfolio Manager s and or Project Manager s in ensuring IsDB KAAP Policies and Procedures Rules and Regulations are adhered to for efficient project implementation and progress
• Monitor project financials and advise the Portfolio Manager s and or Project Manager s accordingly
• Managing information flows and overseeing change controls risk registers and issue management
• document and feedback lessons learned and best practices
• Supporting the project planning process
• Maintenance of all supporting project financial documents for audit and review processes
• Act as focal point in KAAP Division for compliance review of stakeholders as and when required
• Assist the Portfolio Manager s and or Project Manager s in monitoring of the project quality indicators and undertaking monthly quality assurance tasks on behalf of the Portfolio Manager s and or Project Manager s

Financial and procurement Management

• Management of work packages within the project as and when required
• Maintain all supporting project financial documents for audit and review processes
• Ensure accurate data entry into OMS system
• Process direct payments and advance requests and prepare project budget revisions
• Support the Portfolio Manager s and or Project Manager s in the preparation and monitoring of the admin and operational budgets cash flow and reporting on expense obligations to ensure that deliverables are met
• Alert the Portfolio Manager s and or Project Manager s or any financial shortfalls and over-expenditures
• Propose budget revision and initiate corrective action when necessary
• Coordinate suppliers contractors implementors communications meetings and reports as necessary

Project monitoring and reporting

• Provide substantive inputs to assist the Portfolio Manager s and or Project Manager s in the preparation of project reports and documents
• Maintain records of project files and other supporting documents
• Maintain the following records Quality Register Configuration Item Records and all other registers logs delegated by the Portfolio Manager s and or Project Manager s
• Support the Portfolio Manager s and or Project Manager s to manage the compilation consolidation and analysis of relevant data of the program
• Assist the Portfolio Manager s and or Project Manager s in the preparation of project completion reports and ensure compliance with contractual obligations

Coordination and Liaison

• Proactively coordinate liaise with support units on all administrative matters related to contract management
• Liaise with the country Program Management Units Offices PMUs PMOs Team Members to complete project assurance related tasks

Knowledge management and innovation

• Support the compilation and dissemination and sharing of best practices and lessons learned for planning and knowledge building
• Provide input to the enhancements of tools and techniques

Operational and Logistic Support

• Review input of financial information expenditures etc in OMS system
• Ensure conformity of project disbursement requests with procedures work plans and availability of resources for expenditure
• Support development and maintenance of OMS system and management information systems to ensure real time tracking and asset management under the project activities
• Liaise with the KAAP Finance team to process and monitor all payment requests within the Project
• Assist the Portfolio Manager s and or Project Manager s in monitoring all project requirements and related activities under the Project Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment

Others

• Review monthly and quarterly activity financial reports with respect to outputs based on work plans and budget forecasts
• Liaise with finance and logistics procurement units in tracking commitments and disbursements
• Report on operational administrative financial and other bottlenecks that may impede project delivery recommend solutions and take appropriate remedial action
• Propose and monitor an internal control system for all administrative actions
• Perform other duties as assigned by the Portfolio Manager s and or Project Manager s
• Coordinate with relevant stakeholders on all matters related to the visibility and branding of the Donor the Islamic Development Bank IsDB and the King Abdullah bin Abdulaziz Program for Charitable Works KAAP ensuring compliance with approved communication branding and visibility guidelines Facilitate the preparation review and implementation of visibility plans communication materials media activities and branding requirements while monitoring compliance with agreed visibility commitments across projects

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

Masters s degree in Engineering, Business Administration, Development or any other related discipline. Professional certification or education in project management is preferred. Minimum 3 years of prior relevant experience, preferably in the international development sector, handling multidiscipline functions such as public administration, project coordination, budgeting, professional reporting and contract management. Languages: English: Mandatory | Arabic: Preferred | French: Preferred