Position Summary

The Program Coordinator is a key member of the Transformation Office, responsible for driving program governance, portfolio reporting, stakeholder coordination, and operational excellence across enterprise transformation initiatives. The incumbent will work closely with Business Analysts, Project Managers, functional leaders, and external vendors to ensure effective execution, reporting, and governance of strategic transformation programs.

This role serves as the central coordination point for project portfolio management activities, executive reporting, change management initiatives, procurement processes, and governance forums. The successful candidate will be highly organized, proactive, and capable of engaging stakeholders across all levels of the organization.

Key Responsibilities

Program Governance & Portfolio Management

• Manage the reporting cadence for a portfolio of transformation projects and strategic initiatives.
• Partner with Business Analysts and project leads to consolidate project status, milestones, risks, dependencies, issues, and key achievements.
• Analyze and validate project information to ensure accuracy, consistency, and timely escalation of risks and issues.
• Prepare portfolio dashboards, progress reports, executive summaries, and governance papers for senior leadership and steering committees.
• Monitor project health indicators and follow up with stakeholders to drive accountability and resolution of outstanding actions.

Executive Reporting & Stakeholder Management

• Develop high-quality reports, presentations, and briefing materials for management, steering committees, and executive leadership.
• Coordinate across business units to gather updates, align reporting requirements, and ensure decision-makers receive timely information.
• Facilitate communication between project teams, business stakeholders, and leadership to support effective decision-making.
• Support leaders in maintaining visibility of program performance, risks, and resource requirements.

Short Description

Change Management & Engagement Activities

• Coordinate change management activities supporting organizational transformation initiatives.
• Lead the planning and execution of engagement activities such as townhalls, workshops, roadshows, user engagement sessions, and training events.
• Support stakeholder engagement, communications planning, attendance tracking, and feedback analysis.
• Ensure all logistical and operational arrangements are executed effectively and professionally.

Governance Meetings & Action Tracking

• Plan and manage governance forums, project reviews, steering committee meetings, and working group sessions.
• Develop agendas, prepare supporting materials, and facilitate meeting readiness with stakeholders.
• Record key decisions, discussions, and action items.
• Track action closures and follow through with stakeholders to ensure commitments are delivered on schedule.
• Maintain governance documentation and decision registers.

Short Description

Procurement & Vendor Coordination

• Manage procurement activities related to transformation initiatives, including purchase requisitions, vendor quotations, contract documentation, invoice processing, and budget tracking.
• Coordinate with procurement, finance, and vendors to ensure compliance with organizational policies and procurement procedures.
• Monitor procurement timelines to support successful project delivery.
• Maintain accurate records of contracts, purchases, and vendor engagements.

PMO Operations & Continuous Improvement

• Establish and maintain project governance templates, reporting frameworks, and standard operating procedures.
• Drive improvements in portfolio reporting, meeting management, and program coordination processes.
• Maintain centralized repositories for project documentation and governance artifacts.
• Support the implementation of PMO best practices and project management standards across the transformation portfolio.

Qualifications and Experience

Education

• Diploma in Business Administration, Project Management, Organizational Development, Information Systems, Communications, or a related discipline.

Experience

• Minimum 8-10 years of experience in Program Management Office (PMO), project coordination, transformation, business operations, office operations or events management.
• Experience supporting large-scale transformation, digitalization, technology, or business improvement initiatives.
• Demonstrated experience preparing executive-level reports and coordinating senior governance forums.
• Experience managing procurement and vendor engagement processes.
• Experience in government, public sector, research, technology, or complex matrix organizations will be an advantage.

Skills and Competencies

Core Competencies

• Strong program and project coordination capabilities.
• Excellent stakeholder management and influencing skills.
• Strong analytical and problem-solving abilities.
• Exceptional organizational and multitasking skills.
• Strong written communication and executive report-writing skills.
• Ability to manage competing priorities and deadlines.

Technical Skills

• Advanced proficiency in Microsoft Excel, PowerPoint, Word, Teams, SharePoint, and Power BI.
• Familiarity with project portfolio management and collaboration tools such as Microsoft Planner, Project, DevOps, Jira, or similar platforms.
• Experience developing dashboards, KPIs, and management reporting packs.