Job Title: Project Management Officer (PMO)

Department: Operations / Project Management

Reports to: Operations Lead / Head of Operations

The Project Management Officer (PMO) is responsible for supporting the planning, coordination, tracking, and execution of various operational and strategic initiatives. The PMO plays a vital role in monitoring project action plans, tracking issues, capturing and disseminating key meeting outputs, identifying process inefficiencies, and ensuring cross-functional alignment. The role supports the Operations Lead in managing internal and external communications, project timelines, and stakeholder engagements.

Project Monitoring & Execution

• Track and monitor project timelines, reported issues or incidents, deliverables, and action plans using Gantt charts, project management software, or other tracking tools.
• Ensure timely status updates from accountable teams and generate periodic progress reports.
• Flag potential risks, bottlenecks, or delays and coordinate timely resolutions with relevant stakeholders.

Documentation & Communication

• Take accurate and detailed Minutes of the Meeting (MoM) and circulate them to all relevant attendees within 24 hours.
• Maintain a centralized repository of project documents, reports, and communication threads.
• Assist in preparing project presentations, reports, and briefing materials for internal and external use.

Process Improvement & Recommendations

• Identify inefficiencies, gaps, or risks in current workflows and provide recommendations to improve project delivery and team coordination.
• Support continuous improvement efforts by suggesting streamlined procedures and automations when possible.

Administrative & Executive Support

• Provide administrative support to the Operations Lead, including scheduling and sending reminders for meetings, follow-ups, and appointments.
• Coordinate with internal departments, external partners, and clients for project-related activities and alignments.
• Help manage shared calendars, deadlines, and documentation trackers for the operations team.

Additional Responsibilities:

• Support the planning and execution of project reviews, audits, and post-mortem analyses.
• Assist in resource allocation tracking and capacity planning as required.
• Facilitate internal team alignment through check-ins, huddles, or briefings.
• Help in onboarding new team members by providing orientation on project tools and processes.
• Contribute to risk assessments and mitigation strategies throughout the project lifecycle.

• Bachelor’s Degree in Business Administration, Project Management, Engineering, or any related field.
• 2+ years of experience in project coordination, administrative project roles, or operational support.
• Proficiency in MS Office, Google Workspace, and project management tools such as MS Project, Trello, Asana, or Smartsheet.
• Strong organizational, time management, and multi-tasking skills.
• Excellent verbal and written communication skills.
• Knowledge of project management methodologies (e.g., Agile, PMP, PRINCE2) is an advantage.