Senior Executive/Executive, IT Portfolio Management

1. Portfolio Register and Data Management

• Maintain the IT portfolio register covering proposed, approved, active, on-hold and completed Technology initiatives and ensure assigned records remain current.
• Capture and update key project information including sponsor, owner, project manager, scope, classification, priority, milestones, target dates, status, budget, risks, issues, dependencies and decisions.
• Perform routine data-quality checks and follow up with accountable project or delivery teams where information is incomplete, inconsistent, overdue or unsupported.
• Maintain appropriate portfolio folders, evidence, decision records and supporting documentation in the designated repository.
• Support periodic reconciliation of portfolio information against approved project, budget and governance records.

2. Project Intake, Planning and Portfolio Coordination

• Support the intake and onboarding of new Technology initiatives by coordinating required portfolio information, forms, approvals and supporting documents.
• Assist in consolidating project roadmaps, new demand, spill-over initiatives and mandatory commitments for portfolio planning and budgeting exercises.
• Prepare working-level summaries of project priority, timing, resource demand, dependencies and readiness for manager review.
• Coordinate portfolio review meetings and working sessions, including agenda inputs, project updates, action logs and follow-up items.
• Update portfolio baselines and records following approved changes to project status, ownership, priority, budget or target dates.

3. Project Health, Milestone, Risk and Dependency Tracking

• Collect and consolidate project status updates using the approved portfolio reporting format and reporting calendar.
• Monitor key milestones, schedule movement, risks, issues, dependencies and decisions and flag overdue or deteriorating items for management attention.
• Review project updates for internal consistency and supporting evidence and seek clarification where reported status does not align with milestones, actions or known issues.
• Maintain consolidated risk, issue, dependency and action views within the assigned portfolio scope and track agreed actions to closure or escalation.
• Support the identification of cross-project dependencies, delivery conflicts and common trends by analysing information across multiple initiatives.

4. Portfolio Financial and Resource Tracking

• Maintain assigned portfolio financial trackers covering approved budget, commitments, actual expenditure, forecast and material variances using information provided by Finance and accountable project owners.
• Assist in consolidating project financial requirements for annual budget, reforecasting and spill-over exercises.
• Follow up on missing or inconsistent project budget and forecast information and escalate unresolved discrepancies to the manager.
• Support tracking of resource demand, key delivery constraints and critical vendor or partner dependencies across the portfolio.
• Prepare basic analysis of budget utilisation, forecast movement and resource constraints for portfolio reporting and management review.

5. Portfolio Reporting and Management Information

• Prepare weekly, monthly and ad hoc portfolio dashboards, health reports, project summaries and presentation materials using approved formats and definitions.
• Maintain consistent RAG/status reporting and identify projects requiring attention based on approved criteria and available evidence.
• Highlight material changes, overdue milestones, unresolved risks or issues, financial exceptions, dependencies and decisions required rather than reporting activity only.
• Prepare portfolio information for Technology leadership, Steering Committee, budget reviews, project reviews, audit requests and other authorised forums as assigned.
• For Senior Executive level, perform first-level quality review of portfolio submissions and provide initial analysis or recommendations for manager validation.

6. Project Lifecycle and Governance Tracking

• Track the status of required project lifecycle and stage/gate deliverables within the portfolio and follow up on missing or overdue items with project managers and delivery leads.
• Check administrative completeness of project submissions before they proceed to portfolio or governance review and identify gaps for correction.
• Maintain records of project approvals, gate outcomes, conditions, exceptions and management actions that affect portfolio status.
• Escalate repeated non-submission, unsupported status reporting or material governance gaps to the Senior Manager / Manager, IT Portfolio Management.
• Coordinate with the IT Governance & Compliance function where a matter involves interpretation of policy, formal compliance assessment, exceptions or governance framework ownership.

7. Project Closure and Benefits Tracking Support

• Track completion of portfolio closure requirements including final status, outstanding actions, handover, financial closure, lessons learned and post-implementation activities where applicable.
• Update completed or closed project records and ensure portfolio reporting reflects the approved closure status.
• Maintain assigned benefits and outcome tracking information and follow up with accountable owners for periodic updates where required.

8. Stakeholder Support and Continuous Improvement

• Provide working-level guidance to project managers and delivery teams on portfolio reporting requirements, templates, timelines and information standards.
• Build constructive working relationships across Technology and corporate support functions to facilitate timely and accurate portfolio updates.
• Identify recurring reporting gaps, manual effort or data-quality issues and propose practical improvements to portfolio templates, trackers, dashboards and processes.
• For Senior Executive level, support coaching or quality checks for junior PMO or temporary support resources when specifically assigned, without assuming formal managerial authority unless delegated.

Key Performance Measures / KPIs

Areas / Functions Owned

• Accuracy and timeliness of assigned portfolio register records, project status information, dashboards and recurring reports.
• Assigned milestone, risk, issue, dependency, action and decision tracking within the Technology portfolio.
• Assigned portfolio financial, budget and forecast trackers and supporting reconciliations.
• Project reporting follow-up and administrative readiness of portfolio submissions within the role's assigned scope.
• Portfolio documentation, records and evidence maintained by the role.

Results Ultimately Accountable For

• Reliable and current portfolio information that supports management understanding of project health and exceptions.
• Timely follow-up and escalation of missing, overdue, inconsistent or unsupported project information.
• Clear visibility of key milestones, risks, issues, dependencies, financial exceptions and actions requiring attention.
• Consistent application of approved portfolio reporting definitions, templates and timelines within assigned responsibilities.

Decisions / Outcomes for Which the Role Is Answerable

• Quality and completeness of portfolio data, reports and analysis prepared by the role.
• Day-to-day prioritisation of assigned portfolio reporting and follow-up activities within agreed deadlines.
• Whether data inconsistencies, overdue submissions or material exceptions are appropriately identified, challenged and escalated.
• Whether portfolio records are updated promptly following approved project decisions or changes.

The role is accountable for portfolio information, analysis and follow-through within its assigned scope. Project sponsors, business owners and project/delivery managers remain accountable for project decisions, delivery performance and business outcomes.

Decisions the Role May Make Independently

• Organise and prioritise assigned portfolio data collection, reporting, analysis and follow-up activities within the approved reporting calendar.
• Request project updates, supporting evidence, clarification or correction from project and delivery teams for routine portfolio reporting purposes.
• Return administratively incomplete portfolio submissions for completion before onward review where required by the approved process.
• Update approved portfolio registers, dashboards and trackers based on validated information and authorised project decisions.
• Apply approved reporting definitions, RAG criteria and data standards consistently when preparing portfolio information.

Approvals the Role May Grant

The role has no independent authority to approve project funding, initiation, scope changes, gate decisions, closure, procurement awards or policy exceptions. It may confirm administrative completeness or readiness and perform routine workflow actions only where explicitly authorised.

Budget, Resources and Assets Managed

• Assigned portfolio registers, dashboards, reporting tools, project repositories and related records.
• Project financial, schedule, risk and resource information administered on behalf of accountable owners, together with system access or company assets specifically assigned to the role.

Matters Requiring Escalation or Higher Approval

• Material delay, deteriorating project health, critical risk/issue, dependency or resource conflict that may affect committed outcomes.
• Material budget variance, unplanned expenditure or forecast concern requiring management or Finance decision.
• Repeated failure to provide required information, unsupported project status or significant lifecycle/gate gaps.
• Changes to approved priority, funding, scope, target dates, suspension or closure.
• Policy interpretation, formal compliance exception or governance matters owned by IT Governance & Compliance or another control function.

Backup Arrangement

During the role holder's absence, routine portfolio reporting and tracking duties may be assigned to another Senior Executive / Executive or other suitable employee designated by the Senior Manager / Manager, IT Portfolio Management. Matters requiring managerial authority remain subject to the applicable delegation of authority.

Responsibilities That May Be Delegated

• Routine portfolio data collection, register updates, dashboard preparation, meeting coordination and action tracking.
• Follow-up with project teams on standard reporting updates, evidence and agreed actions.
• Compilation of standard portfolio schedules, working papers and supporting documentation.

Conditions for Delegation

• The delegate must have appropriate access, competence and understanding of the portfolio process and confidentiality requirements.
• The scope, expected output, reporting deadline and escalation route must be clearly communicated.
• The role holder remains responsible for appropriate handover and review unless formal acting authority has been approved.

Limitations on Delegated Authority

• Delegated staff may not approve project funding, scope changes, gate decisions, project closure, procurement commitments, policy exceptions or other matters outside their formal authority.
• Sensitive commercial, audit, security, investigation or employee information may only be handled by authorised personnel.

Education

• Bachelor's degree in Information Technology, Computer Science, Engineering, Business, Management, Project Management or a related discipline is preferred.
• A relevant diploma with strong PMO, project coordination or portfolio reporting experience may be considered for Executive level, subject to company requirements.

Professional Certifications / Licences

• Relevant certification in project management, Agile, ITIL, PMO or data analytics (e.g. CAPM, PRINCE2 Foundation or equivalent) is an advantage.

Experience

• Executive level: generally 2-4 years of relevant experience in PMO, project coordination, project reporting, business analysis or portfolio support.
• Senior Executive level: generally 4-6 years of relevant experience, including independent coordination of multiple project reporting cycles and portfolio analysis.
• Experience with Technology projects, dashboards, budget tracking, risk/issue or stage/gate reporting is an advantage; aviation or another operationally critical industry is preferred.

Essential Technical / Functional Skills

• Good understanding of project and portfolio concepts including lifecycle, milestones, RAG status, risks, issues, dependencies, actions and benefits tracking.
• Strong Excel and data-management skills to maintain trackers, reconcile information and identify inconsistencies or trends; familiarity with Power BI, MS Project or PPM tools is an advantage.
• Proficiency in Microsoft 365 and ability to prepare concise project/portfolio reports, dashboards, meeting materials and management summaries.
• Basic understanding of project financial information including budget, commitments, actuals, forecast and variance.

Core Competencies and Behaviours

• Strong attention to detail and analytical thinking, with commitment to accurate, evidence-based reporting and timely identification of exceptions.
• Professional stakeholder-management skills, including confidence to follow up persistently on overdue project information.
• Strong organisation, time management and follow-through across multiple projects and deadlines.
• Integrity, objectivity and appropriate handling of confidential project, financial and commercial information.
• Constructive challenge and sound judgement on what can be resolved routinely and what requires management attention.

Industry / Regulatory Requirements

• The role holder must comply with applicable AirBorneo policies, Technology governance, information security, records-management and delegated-authority requirements, and escalate project impacts affecting airline operations, safety, cybersecurity, data protection or regulatory obligations to the appropriate accountable function.