Project Governance Executive

Job Purpose

Responsible To manage Project Documentation and Data (inclusive organization wide documentation and reporting)

• Checking quality of documents
• Compilation and collation of project information for management reporting
• Producing listings
• Setting up project filling systems
• Teaming up with other documentation groups
• Understanding the report requirements from management and compiling of reports efficiently through the usage of macros, pivot tables or business intelligence tools.

Key Responsibilities

1. Compliance / Audit

• Govern the Project Management processes and procedures and ensure all projects managed by the department are compliant to organization’s policies, procedures and standards through audits.
• To conduct audits to ensure compliance, report on non-compliance and ensure action action items are identified and agreed upon with the PMs and track all action items to closure.
• Control all aspects of project documentation utilizing various control methods/systems through its entire lifecycle (inception to archival) for all project types (Solution, Services and Research)
• Assist to communicate and furnish project related information during internal and external audits

2. Process Improvements

• Assist in establishing/updating the project governance framework
• Assist in initiating process and templates improvements to ensure standardization of project management practice and process compliance.
• Assist in developing and implementing standard project management methodologies and processes to be adopted by the department.
• Create new templates for future use and manage all template revisions

3. Reporting

• Compiles and consolidates project reporting according to the agreed timeline with internal and external stakeholders.
• Assist with the compilation of weekly project progress updates with the team of leads for weekly reporting purposes.
• Compiles and consolidates regular project updates, issues and risks to relevant stakeholders, including Senior Management and SLT through departmental reporting as and when required.

4. Document Management, Archiving and Project Repository

• Develop electronic filing and archive system for easy to issuance, storage, retrieval and management of documents that must be controlled and kept for audit/internal requirements
• Take charge of all document identification, classification and filing of database / master-list for organization wide project list.
• Archive softcopy and hardcopy of all project documentation
• Check, consolidate incoming documents and prepare for distribution and records archiving (not limited to):
• PMO weekly/quarterly/yearly reporting
• PMO weekly meeting minutes
• Risk management
• Department KPI
• Approved Project Management Documents (i.e. CB, CCN, RFC, PRA, TRA, PCR)
• Conform to company enforced specifications and Document Control Procedures (e.g ensuring proper organization and security levels of documents)
• Ensure all documentation comply formatting requirements. Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required to achieve documentation requirements.
• Log document requests and help retrieve documents as needed. Make available, notify and distribute documents to relevant recipients.
• Ensure archived documents are accessible (physical and digital records)

5. Others

• To share with new members to the team so that they are guided and are up-to-mark quickly on processes and practices and hence improving work efficiency within the team.
• Knowledge sharing of company’s controlled document processes to ensure correct handling of documents from the ground up when needed.
• Comply to company policies and procedures.
• Other responsibilities as assigned by immediate supervisor or management.

Qualifications

• Degree in Science, Technology, Engineering, Information Technology, Computer Science or any relevant discipline. A master’s degree or additional certifications may be advantageous.

Professional Qualification

• Relevant ceritification such as Project Management Professional (PMP) or Prince2 Certification will be added advantage

Work Experience

• Experience in document management and archiving.
• Familiar with project management processes and previous experience as a project administrator will be added advantage
• Previous experience as an auditor will be added advantage.

Technical  Skills

• Administrative Skills: Project Administrators need strong administrative skills to manage various tasks such as scheduling meetings, preparing agendas, taking minutes, organizing files, and handling correspondence.
• Documentation Management: Proficient in creating, organizing, and maintaining project documentation, including project plans, schedules, status reports, and other relevant documents.
• Compliance and Governance: Understanding relevant regulations, policies, and governance frameworks applicable to the project, and ensuring compliance with them.
• Confidentiality: Since Project Administrators often handle sensitive information related to projects, they should maintain a high level of confidentiality and discretion in their work.
• Attention to Detail: They should have a keen eye for detail to ensure accuracy and consistency in project documentation, financial records, and other administrative tasks.

Other Competencies/Skills

• Good command of MS Office Suite of Applications; Word, Excel Powerpoint, Sharepoint, etc
• Good understanding of project management processes including audit.
• Good understanding of Projects implemented in the Organization and the governance process that needs to be adhered to.
• Good understanding of what information needs to be shared/escalated to stakeholders in the form of periodic reporting.

Soft Skills

• Time Management: Time management involves effectively allocating and prioritizing tasks to maximize productivity and achieve goals within set deadlines. It includes skills such as organization, planning, delegation, and the ability to minimize distractions.
• Excellent Communication Skills and able to develop and implement communication plans and strategies: This skill involves the ability to convey information effectively, both verbally and in writing. It includes being articulate, clear, and concise in conveying ideas, as well as the capacity to develop and execute communication plans tailored to various audiences and objectives. Has a good command of a minimum of Bahasa Malaysia and English languages; both written and spoken.
• Writing, Presentation and Reporting Skills: These skills involve the ability to convey information clearly and persuasively through written documents or oral presentations. It includes skills such as structuring content logically, tailoring messages to the audience, and using visual aids effectively to enhance understanding.
• Decision-Making: The ability to make timely and well-informed decisions, especially in complex and ambiguous situations. This includes assessing available information, evaluating alternatives, and considering the impact on project outcomes and organizational objectives.
• Analytical Skills : The ability to analyse project data and provide trends through reporting/charts for decision making purposes.
• Detail-oriented Skills : Theability to exercise extreme attention to detail, thorough, accurate, organized, and productive. Being meticulous in their work, taking time and effort to ensure that their work is accurate, precise, and of high quality.

How to Apply

If you’re ready to unleash your potential and be part of a dynamic team driving innovation at MIMOS, apply now! Please submit your resume and cover letter highlighting your relevant experience and why you’re the perfect fit for the position to recruit@mimos.my and put the position applied for in the subject line.

Join us at MIMOS and be part of a culture of innovation, collaboration, and excellence. Your opportunity to shape the future starts here!

About MIMOS

MIMOS is Malaysia’s leading applied research and development center, dedicated to driving innovation and technology adoption across various industries. With a focus on cutting-edge research, collaborative partnerships, and impactful solutions, we are committed to shaping a brighter future for Malaysia and beyond.

At MIMOS, we engineer Malaysia’s future. As the National Applied R&D Centre, we bridge the gap between innovation and impact, fuelling Malaysia’s digital revolution. From microchips to smart nations, MIMOS shapes the technologies that transform. MIMOS champions cutting-edge R&D that generates technology solutions in semiconductor, microelectronic and ICT. We fuel socio-economic growth, national competitiveness, and job

creation by developing innovative technology platforms, products and solutions for the government and industry. Our R&D activities currently focus on semiconductors and thin film research, advanced electronics and embedded systems, and ICT technologies for manufacturing and smart nation. MIMOS manages world-class national technology facilities equipped with state-of-the-art machinery providing technical expertise and consultancy services to the industry. Malaysian industry players enhance their industry knowledge and expertise by leveraging MIMOS’ domain experts, a strong network of local and international strategic collaborators and global market insights. There’s never been a more thrilling time to join MIMOS as we push the boundaries of our expertise and capabilities as a leading technology provider in this country. We envision the key role technology plays in continued economic development and social progress.

Why Join Us

• Opportunity to work at the forefront of technology and innovation.
• Collaborative and dynamic work environment with talented colleagues.
• Access to cutting-edge research facilities and resources.
• Opportunities for career growth and development.
• Make a meaningful impact on society through groundbreaking projects.
• Competitive salary and benefits package.