Key Responsibilities

1. Project Coordination
• Coordinate project activities, meetings, workshops, and follow-up actions.
• Maintain project plans, milestone trackers, dependency trackers, and action registers.
• Monitor progress against agreed timelines and escalate potential delays to the Project Manager.
• Track project deliverables and follow up with assigned owners through to completion.

2. Documentation and Project Administration
• Prepare meeting agendas, minutes, decisions, and follow-up communications.
• Maintain the project documentation repository and ensure documents are current and appropriately version controlled.
• Maintain key project logs, including the action log, risk register, issue register, decision log, and change request log.
• Support the preparation and filing of governance documents, approvals, and sign-offs.

3. Requirements and Business Support
• Assist with the documentation and tracking of business requirements.
• Support workshops, requirement-gathering sessions, and validation activities.
• Follow up on outstanding business decisions, clarifications, approvals, and open points.
• Help ensure requirements and acceptance criteria remain traceable throughout the project.

4. Migration and Testing Support
• Coordinate migration activities between business users, IT teams, and external vendors.
• Maintain migration readiness checklists and track dependencies, data preparation, and outstanding tasks.
• Support User Acceptance Testing planning, scheduling, execution, and evidence collection.
• Track defects, retesting, resolution status, and business sign-off.

5. Reporting and Governance
• Prepare weekly project status reports and maintain project dashboards.
• Track milestones, risks, issues, actions, dependencies, testing progress, and key decisions.
• Support project governance meetings and Steering Committee preparation.
• Escalate significant risks, issues, overdue actions, or resource constraints to the Project Manager.

6. Change Management and Training Support
• Support stakeholder communication, change readiness, and user adoption activities.
• Coordinate training schedules, invitations, attendance, and logistical arrangements.
• Assist with the preparation and organization of user guides, training material, and handover documentation.
• Support cutover, go-live readiness, and post-go-live follow-up activities.

Requirements

• Degree or diploma in Project Management, Information Systems, Business Administration, Finance, Computer Science, or a related discipline.
• Preferably 1 year of experience in project coordination, PMO support, business analysis support, or project administration.
• The candidate must have strong financial and IT knowledge, with sufficient technical competency to understand system migration concepts, data flows, integrations, testing cycles, technical dependencies, and issue escalation with IT teams and vendors.
• Proficiency in Microsoft Excel, Word, PowerPoint, Teams, SharePoint, and Planner. Exposure to project management tools is an advantage.
• Strong written and verbal communication skills, with the ability to work effectively with business users, technical teams, and vendors.
• Strong attention to detail, follow-up discipline, and the ability to manage multiple priorities and deadlines.
• Proactive, dependable, solution-oriented, and comfortable escalating risks or delays when required.