Project Manager

The Project Manager (PM) shall serve as a single point of contact for the stakeholders of the Office and for the BPR Service Provider. The PM shall ensure that the project's objectives (which includes project planning, implementation, closure, andevaluation) are in accordance with the BPR plan agreed with BPR Service Provider. The PM shall also be responsible in preparing the necessary reports and documentation such as the project charter and regular progress reports.

Responsibilities

Project Planning

• Develops comprehensive project plans, including objectives, deliverables, timelines, and resources required to ensure that all stakeholders are aligned and are working in an orchestrated manner.
• Ensures the project adheres to industry best practices and contributes to the improvement of internal processes, by defining the standards and measures of success with BPR Service Provider and the Office.
• Develops tools for project design, execution, and management.
• Identifies and manages project risks and issues, ensuring appropriate action is taken to mitigate or resolve them.
• Establishes the project governance and regular cadence schedules with the BPR Service Provider and the Office.
• Establishes rules of engagement between the BPR Service Provider, the Office, and the various stakeholders.

Project Execution and Monitoring

• Manages and oversees all aspects of projects to ensure that they are completed on time, within scope and budget, and that all project deliverables are of high quality and meet client's expectations.
• Provides direction and support to process owners and stakeholders, ensuring clarity of objectives and responsibilities.
• Manages changes to project scope, project schedule, and project costs using appropriate verification techniques and ensures minimal to no risk and impact to quality and final timeline.
• Acquires necessary resources and pools in the team members for the project.
• Monitors and tracks project performance, specifically to analyze the successful completion of short and long-term goals and project objectives.
• Coordinates scheduling and completion of activities per focal area, securing proper sign-offs.
• Facilitates communication and collaboration among the project team and with pertinent stakeholders for the flawless execution of projects.
• Builds and maintains relationships with clients, stakeholders, partners, steering committee, and team members, etc.
• Conducts regular cadence sessions to evaluate project status, deliverables, and outputs, ensuring quality control is followed throughout the project's lifecycle.
• Regularly conducts project risk assessment and recommends measures for prevention and mitigation.
• Conducts regular evaluation and debriefing sessions, to assess process outcomes and provide recommendations for future focal areas/activities.
• Gathers, reviews, and consolidates all Office materials ensuring completeness of information needed by the BPR Service Provider.
• Regularly reports status to the management for project direction and decision points.
• Delivers project status reports, proposals, documentation, and presentations to various audiences, including project sponsors and champions, key stakeholders and partners.

Project Closure and Evaluation

• Conducts an overall evaluation and debriefing session to surface lessons learned to assess project outcomes and provides recommendations for future projects.
• Collates all documentations made throughout the project and prepares a consolidated file for ease of access and reference.

Knowledge

Minimum Qualifications:

• Strong understanding of project management methodologies (e.g. Agile, Waterfall, PDCA)
• Deep knowledge of business process review and reengineering principles
• Familiarity with organizational structures, governance, and approval workflows
• Understanding of risk management and quality assurance practices
• Awareness of stakeholder management strategies and change management frameworks
• Knowledge of university operations and processes is a plus

Skills

• Project planning and coordination: Ability to define scope, build timelines, allocate resources, and monitor deliverables
• Analytical skills: Ability to assess and synthesize process documents, risk indicators, and performance metrics
• Communication and presentation: Proficiency in communicating complex ideas clearly, preparing documentation (e.g., project charters, reports), and presenting to diverse audiences
• Stakeholder engagement: Excellent interpersonal skills to foster collaboration with internal and external groups
• Problem-solving: Ability to address scope changes, delays, and project risks proactively
• Documentation and reporting: Strong technical writing skills for preparing structured reports and maintaining accurate project records

Abilities

• Ability to manage multiple priorities and timelines in a complex, cross-functional environment
• Ability to lead teams and facilitate meetings with tact and authority
• Ability to coordinate between the Office, process owners, and BPR service provider effectively
• Ability to maintain focus on goals while navigating organizational constraints such as budget, resource availability, and timelines
• Ability to synthesize stakeholder inputs into actionable project insights and align them with strategic goals
• *Must be willing to work on a project basis.