OVERVIEW

JOB PURPOSE

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 KAAP and coordinating projects progress and implementation. The Portfolio Management Officer/ Specialist will work under guidance and direct supervision of the Portfolio Manager(s) and or Project Manager(s) for KAAP project life cycle, support in close cooperation with Project Management Units (PMUs) or Project Management Consultants (PMCs) and/or execution agencies/local contractors. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondence to stakeholders concerned and preparation of project reports. The role can often be required to work 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 IsDB/KAAP Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress.
• Monitor project financials and advise the Portfolio Manager(s) and/or Project Manager(s) accordingly.
• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices.
• Supporting the project planning process.
• Maintenance of all supporting project financial documents for audit and review processes.
• Act as focal point in KAAP Division for compliance review of stakeholders as and when required.
• Assist the Portfolio Manager(s) and/or Project Manager(s) in monitoring of the project quality indicators and undertaking monthly quality assurance tasks on behalf of the Portfolio Manager(s) and/or Project Manager(s).

Financial and procurement Management:
• Management of work packages within the project as and when required
• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into OMS system.
• Process direct payments and advance requests and prepare project budget revisions.
• Support the Portfolio Manager(s) and/or Project Manager(s) in the preparation and monitoring of the admin and operational budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Portfolio Manager(s) and/or Project Manager(s) or any financial shortfalls and over-expenditures.
• Propose budget revision and initiate corrective action when necessary.
• Coordinate suppliers/ contractors/ implementors communications, meetings, and reports as necessary

Project monitoring and reporting:
• Provide substantive inputs to assist the Portfolio Manager(s) and/or Project Manager(s) in the preparation of project reports and documents.
• Maintain records of project files and other supporting documents.
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Portfolio Manager(s) and/or Project Manager(s)
• Support the Portfolio Manager(s) and/or Project Manager(s) to manage the compilation, consolidation and analysis of relevant data of the program.
• Assist the Portfolio Manager(s) and/or Project Manager(s) in the preparation of project completion reports and ensure compliance with contractual obligations.

KEY ACCOUNTABILITIES

Coordination and Liaison:
• Proactively coordinate/liaise with support units on all administrative matters related to contract management
• Liaise with the country Program Management Units/Offices (PMUs/PMOs) Team Members to complete project assurance related tasks.

Knowledge management and innovation:
• Support the compilation and dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Provide input to the enhancements of tools and techniques

Operational and Logistic Support:
• Review input of financial information, expenditures etc in OMS system.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Support development and maintenance of OMS system and management information systems to ensure real time tracking and asset management under the project activities.
• Liaise with the KAAP Finance team to process and monitor all payment requests within the Project
• Assist the Portfolio Manager(s) and/or Project Manager(s) in monitoring all project requirements and related activities under the Project
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment.
• In accordance with IsDB and KAAP Security Policies, manage travel for all personnel in the Project Team
• Organize all project and stakeholder meetings as and when necessary and maintain records of these meetings.
• Maintain records of project files and Activity reports in hard and soft copy.

Others:
• Review monthly and quarterly activity/financial reports with respect to outputs based on 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 impede project delivery; recommend solutions and take appropriate remedial action
• 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 relevant stakeholders on all matters related to the visibility and branding of the Donor, the Islamic Development Bank (IsDB), and the King Abdullah bin Abdulaziz Program for Charitable Works (KAAP), ensuring compliance with approved communication, branding, and visibility guidelines. Facilitate the preparation, review, and implementation of visibility plans, communication materials, media activities, and branding requirements, while monitoring compliance with agreed visibility commitments across projects.

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Masters’s degree in Engineering, Business Administration, Development or any other related discipline. Professional certification or education in project management is preferred.
• Minimum 3 years of prior 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 on MS Office and spread sheets
• Knowledge and experience on Project Management Tools
• SAP User Interface
• knowledge of contracts and procurement management.
• Planning skills and use of Planning Software.
• Relationship building.
• Time Management.
• Cost Consciousness.
• Quality Consciousness.
• Report writing skills.

ABOUT APPLICATION PROCESS

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Copy of passport
• Academic certificate
   

If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.

The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.