Executive, Governance, Assurance & Planning (GAP)

Job Description

We are looking for a detail-oriented and proactive Executive, Governance, Assurance & Planning (GAP) to support the coordination and execution of key Group ICT governance activities. This role will be responsible for audit coordination, corrective action tracking, training administration, document control, and governance reporting.

The successful candidate will also support User Access Review (UAR) monitoring, airport pass administration, and the annual ISO/IEC 20000 programme. Strong organizational skills, attention to detail, and the ability to coordinate effectively with various stakeholders are essential for success in this role.

Duties and Responsibilities

Support the execution and monitoring of Group ICT governance activities, including but not limited to the following areas:

1. Group ICT Audit Management & Corrective Action Tracking

• Act as the primary coordination point between internal auditors and Group ICT Points of Contact (PICs) for audit-related requests, meetings, and submissions.
• Coordinate the collection and submission of audit documents, evidence, and responses within stipulated timelines.
• Maintain an audit request tracker to monitor outstanding requests, submission status, and deadlines.
• Raise and maintain corrective action tickets arising from audit findings, ensuring proper assignment to responsible PICs.
• Track and follow up on corrective action tickets and vulnerability management tickets to ensure timely remediation and closure.
• Escalate overdue submissions, corrective actions, and outstanding issues to management where necessary.

2. Group ICT Training Coordination & Administration

• Coordinate training programmes for Group ICT staff, including liaising with training providers, scheduling sessions, and arranging venues and other logistics.
• Obtain training quotations and coordinate the necessary procurement processes, including Purchase Requisitions (PRs) and Goods Received Notes (GRNs).
• Liaise with Finance and relevant stakeholders to follow up on vendor invoice processing and payments.
• Maintain an up-to-date training tracker covering planned, ongoing, and completed training programmes for Group ICT staff.
• Monitor training participation and completion records, following up with staff and PICs where necessary.
• Prepare training status updates and reports for management review.

3. Group ICT Document Control

• Maintain a centralized document register to track Group ICT policies, procedures, SOPs, and other controlled documents.
• Monitor document review and expiry dates, initiating the revision process in advance to prevent overdue documents.
• Coordinate with respective document owners to ensure timely reviews, revisions, and submission for approval or publication.
• Maintain accurate document records, including version numbers, ownership, approval status, and publication dates.
• Follow up on outstanding document reviews and escalate potential delays where necessary.

4. Group ICT Governance Reporting

• Prepare and consolidate monthly governance reports covering activities and performance indicators within the assigned scope.
• Collect, validate, and organize data from relevant trackers and stakeholders to ensure reporting accuracy.
• Highlight outstanding actions, overdue items, compliance gaps, and key updates for management attention.
• Maintain accurate and up-to-date governance trackers and supporting records to facilitate reporting and monitoring.

5. Group ICT Airport Pass Administration

• Coordinate airport pass applications, renewals, and related administrative requests for Group ICT staff.
• Prepare and submit applications through designated forms, systems, and portals in accordance with applicable requirements.
• Liaise with relevant stakeholders to obtain supporting documents and follow up on application status.
• Maintain records of airport pass applications, approvals, and expiry dates to facilitate timely renewals.

6. Group ICT User Access Review (UAR) Monitoring

• Maintain a quarterly UAR tracker covering the review status and completion of assigned User Access Reviews across Group ICT.
• Coordinate with respective PICs to obtain updates and evidence of completed reviews.
• Monitor UAR completion against established deadlines and follow up on outstanding reviews.
• Consolidate and report quarterly UAR completion status, highlighting overdue reviews and outstanding actions.
• Escalate delays or non-compliance to management where necessary.

7. ISO/IEC 20000 Programme Coordination

• Support the coordination and monitoring of Group ICT's annual ISO/IEC 20000 service management programme.
• Maintain a programme tracker covering planned activities, assigned PICs, deliverables, and completion deadlines.
• Follow up with respective PICs to ensure timely completion of assigned ISO/IEC 20000 activities and submissions.
• Assist in coordinating meetings, documentation, evidence collection, and other activities required for audits and ongoing certification maintenance.
• Prepare regular progress updates, highlighting overdue activities and outstanding deliverables for management attention.

Competencies & Core Skill Sets

Educational Background

Diploma or Degree in Business Administration, Information Technology (IT), Computer Science, or a related field.

Coordination & Organizational Skills

• Strong organizational and multitasking skills to manage multiple activities, deadlines, and follow-ups simultaneously.
• Able to coordinate effectively with internal stakeholders, auditors, vendors, and service providers.
• Proactive in monitoring outstanding tasks and ensuring timely follow-through.

Data Management & Reporting

• Proficient in Microsoft Excel, Google Sheets, and other productivity tools for maintaining trackers and preparing reports.
• Able to consolidate, validate, and organize data accurately for governance reporting.
• Capable of preparing clear and concise status updates, summaries, and reports.

Attention to Detail

• Meticulous in maintaining accurate records, trackers, documents, and supporting evidence.
• Able to identify missing information, inconsistencies, and overdue actions.
• Ensures proper documentation and adherence to established procedures.

Effective Communication

• Good verbal and written communication skills to coordinate with stakeholders at various levels.
• Able to communicate requests, reminders, and follow-ups clearly and professionally.
• Confident in escalating issues and delays through appropriate channels.

Compliance & Process Awareness

• Basic understanding of corporate governance, audit processes, document control, and compliance requirements.
• Familiarity with corrective action tracking, IT service management, or ISO/IEC 20000 would be an advantage.
• Able to follow established policies, procedures, and governance requirements.

Administrative & Procurement Coordination

• Able to manage administrative processes involving quotations, purchase requisitions, goods receipt documentation, and vendor payment follow-ups.
• Familiarity with procurement processes and enterprise systems would be an advantage.

Integrity & Confidentiality

• Maintains confidentiality when handling sensitive organizational information, audit findings, and staff records.
• Demonstrates integrity, accountability, and professionalism in performing assigned responsibilities.

Adaptability & Continuous Improvement

• Able to adapt to changing priorities and operational requirements.
• Willing to learn new systems, tools, and governance processes.
• Proactive in identifying opportunities to improve tracking, coordination, and reporting efficiency.

Personal Style and Behavior

• Firm but diplomatic when following up on outstanding actions and deadlines.
• Approachable, helpful, and collaborative.
• Proactive, organized, and accountable for assigned responsibilities.
• Detail-oriented with a strong sense of urgency.
• Flexible, willing, and able to adapt to changing priorities.
• High level of confidentiality, integrity, and discretion.

About Governance, Assurance, & Planning (GAP)

GAP aims to close the knowledge gap and make all relevant data easier to access across the Group ICT Department so that we can align on a "single source of truth". We are devoted to building a team with diversity of thought, background, and experience. Our goal is to drive a vibrant culture of transparency and collaboration, so that every person has deeper opportunities to excel while doing meaningful work.

The unit centrally manages:

• Governance and SOPs
• Risk management
• Audit monitoring and closures
• Cybersecurity coordination
• Financial administration and planning
• Strategy planning

GAP monitors, maintains, and enforces policies and liaises with other Group ICT departments for related deliverables and submissions.

GAP also identifies, organizes, reviews, and maintains, where applicable, relevant data related to projects, assets, systems, contracts, and financials.