Project Management Officer

7 months ago

Kuala Lumpur, Malaysia World Scout Bureau Full time

**Reports to**: Senior Manager, Grant Management

**Duration**: 18 months (linked to specific project funding), with the possibility for renewal

**Location**: Kuala Lumpur (local hire preferred)

**Summary
**The Project Management Officer (PMO) is responsible for streamlining project management

methodologies across various funded projects managed by World Scouting. This role includes

management methodologies, monitoring overall portfolio budgets, tracking project statuses,

planning resources, and ensuring compliance with reporting requirements.

The Global Support Center oversees the implementation of various large-scale projects funded by

institutional and corporate donors.

The position requires a significant degree of collaboration with other colleagues and stakeholders.

The PMO will serve as the link between the different colleagues responsible for the content

management of various projects, and the project management methodology being implemented

and streamlined. This role will ensure that the implementation of the projects it is responsible for

follows the donor commitments based on grant agreements.

**Responsibilities
**Ensure compliance with donor requirements - monitoring and financial management**
- Define, implement, and maintain a process to capture and monitor project costs (including

deviations and planning) and take appropriate measures.
- Oversee project budgets, ensuring proper financial monitoring and alignment with donor

requirements.
- Collaborate with finance teams within the framework of budgetary processes.
- Ensure proper follow-up of procedures and deliverables to meet quality standards and

specifications.
- Manage project documentation and administrative tasks, including meeting reports,

invoices, financials, planning, and forecasting.
- Identify, assess, and manage risks and mitigators to ensure successful project delivery.

**Quality reporting**
- Lead the project reporting for specific funded projects, including liaising with relevant

project teams.
- Ensure all reporting is submitted to donors on time and to a high standard. Oversee

project budgets, ensuring proper financial monitoring and alignment with donor

requirements.

**Review and implement project management methodology**
- Act as the guarantor of the project management methodology, ensuring its consistent
- Ensure that the methodology is applied and respected by all project teams.
- Develop and evolve reporting processes to provide stakeholders with clear and consistent

updates on project status and progress.
- Optimise resource utilisation to maximise project outputs and efficiency.
- Define and implement a capacity management process to ensure the organisation’s ability

to deliver projects, plan resources, and identify potential issues.
- Manage relevant stakeholder expectations and ensure consistency of engagement

throughout project delivery.
- Maintain regular communication with stakeholders to keep them informed of project

progress, issues, and changes.
- Identify opportunities for process improvements and implement best practices in project

management.

**Job requirements
**Qualifications and experience
or strategic coordination.

organisations, with a particular involvement in project management, experience in youth sector,

local institutions/civil service, or development or aid.

**Language**: Oral and written English fluency is required.

**Knowledge and skills**
- Be very familiar with large-scale, complex funded programmes and projects.
- Be autonomous and able to lead projects and workshops independently.
- Demonstrated stakeholder management experience, including the ability to recognise and

respond to stakeholder needs and preferences in a helpful and sensitive manner.
- Ability to manage competing priorities effectively to ensure work stays on track and

stakeholder needs are met.
- Ability to consistently fulfil commitments in a timely and high-quality manner.
- Able to adapt communication style to effectively engage with diverse groups, cultures, and

situations.
- Understand the importance of sharing relevant information promptly and through

appropriate channels to support colleagues and stakeholders.
- Ability to work across teams and locations, including remote working in international

settings.
- Recognises the impact of their own performance on operations and goals.
- Experience in compiling comprehensive and accurate reports using an analytical approach.
- Strong computer literacy with expertise in digital tools and data analytics, including project

portfolio management (PPM) tools.
- Understanding of the work environment at non-profits and youth organisations.
- Experience with or knowledge of how similarly structured organisations implement projects

(desirable).
- Ability to coordinate and support volunteers.

**Personal qualities**
- Shows cultural sensitivity and adaptability in diverse international environments.
- Meticulous problem-solving skills and attention

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