Portfolio Managment Officer

ABOUT THE ROLE / JOB
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 the King Abdullah Bin Abdul Aziz Program (KAAP) and coordinating project progress and implementation. This role requires working under the guidance and direct supervision of the Portfolio Manager(s) and/or Project Manager(s) throughout the KAAP project life cycle, fostering close cooperation with Project Management Units (PMUs), Project Management Consultants (PMCs), and execution agencies/local contractors. The incumbent will closely monitor operational and financial performance, identify potential issues needing attention, aid in problem analysis, and coordinate solutions as necessary, including drafting correspondence to stakeholders and preparing project reports. The role may often involve working 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 adherence to the company/KAAP policies and procedures, rules, and regulations for efficient project implementation and progress.
• Monitor project financials and provide advice to the Portfolio Manager(s) and/or Project Manager(s) as needed.
• Manage information flows, oversee change controls, maintain risk registers, issue management, and document lessons learned and best practices.
• Assist in the project planning process.
• Maintain all supporting project financial documents for audit and review processes.
• Act as the focal point in the KAAP Division for compliance review of stakeholders as required.
• Assist in monitoring project quality indicators and undertake monthly quality assurance tasks on behalf of the Portfolio Manager(s) and/or Project Manager(s).

Financial and procurement management:

• Manage work packages within the project as required.
• Ensure accurate data entry into the OMS system.
• Process direct payments, advance requests, and prepare project budget revisions.
• Support the preparation and monitoring of admin and operational budgets, cash flow, and reporting on expense obligations to ensure deliverables are met.
• Alert the Portfolio Manager(s) and/or Project Manager(s) of any financial shortfalls or over-expenditures.
• Propose budget revisions and initiate corrective actions when necessary.
• Coordinate communications, meetings, and reports with suppliers/contractors/implementors as needed.

Project monitoring and reporting:

• Provide substantive inputs for the preparation of project reports and documents.
• Maintain records of project files and supporting documents.
• Maintain records such as Quality Register, Configuration Item Records, and other registers/logs as delegated.
• Support in the compilation, consolidation, and analysis of relevant program data.
• Assist in preparing project completion reports to ensure compliance with contractual obligations.

Coordination and liaison:

• Proactively coordinate and liaise with support units on administrative matters related to contract management.
• Collaborate with country Program Management Units/Offices (PMUs/PMOs) team members to complete project assurance-related tasks.

Knowledge management and innovation:

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

Operational and logistic support:

• Review financial information inputs and expenditures in the OMS system.
• Ensure conformity of project disbursement requests with procedures, work plans, and resource availability.
• Support the development and maintenance of the OMS system and management information systems for real-time tracking and asset management.
• Work with the KAAP Finance team to process and monitor all payment requests.
• Assist in monitoring project requirements and related activities under the project.
• Provide induction briefings to newly recruited staff and support consultants during their assignments.
• Manage travel logistics for all personnel in the project team in accordance with the company and KAAP Security Policies.
• Organize project and stakeholder meetings, maintaining records of these meetings.
• Maintain records of project files and activity reports in both hard and soft copies.

Others:

• Review monthly and quarterly activity/financial reports concerning outputs, 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 prevent project delivery; recommend solutions and take appropriate actions.
• 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 stakeholders regarding visibility and branding of the company and KAAP, ensuring compliance with approved communication, branding, and visibility guidelines, and facilitate preparation and implementation of visibility plans and materials.

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Master’s degree in Engineering, Business Administration, Development, or related discipline. Professional certification or education in project management is preferred.
• Minimum of 3 years of 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

SKILLS & NECESSARY KNOWLEDGE

• Project Management
• Project Financials
• Excellent computer skills with expertise in MS Office and spreadsheets
• Knowledge and experience with Project Management Tools
• SAP User Interface knowledge
• Understanding of contracts and procurement management
• Planning skills and use of planning software
• Ability to build relationships
• Time Management
• Cost Consciousness
• Quality Consciousness
• Report writing skills.