Assistant Project Manager (Banking IT PMO)

Job Summary

We are seeking a detail-oriented and experienced Assistant Project Manager (PMO) to support the planning, governance, procurement, and execution of core Banking System Projects (e.g., Core Banking Upgrades, Payment Platforms, Digital Transformation, and Infrastructure Localization).

In this role, you will act as the operational backbone of the PMO—ensuring project documentation compliance, managing vendor procurement lifecycles, and producing executive-level reports and dashboards for senior leadership and regulatory alignment.

Key Responsibilities

1. Project Governance & Comprehensive Documentation

• Establish, organize, and maintain standard project documentation across all phases of the Software Development Life Cycle (SDLC) in accordance with bank governance frameworks.

• Assist Project Managers in drafting and archiving Project Charters, Functional Specifications, Business Requirement Documents (BRD), Risk Registers, and Change Requests.

• Maintain central project repositories (e.g., SharePoint, Confluence, Jira) ensuring all artifacts are audit-ready for internal and external regulatory inspections (e.g., HKMA compliance).

• Organize project meetings, log precise meeting minutes, and track action items to closure across cross-functional business, IT, and risk teams.

2. IT Procurement & Vendor Management

• Manage the end-to-end IT procurement lifecycle for banking hardware, software licenses, external vendor solutions, and consultancy services.

• Coordinate requirement gathering for IT tenders, prepare Requests for Proposal (RFP), collect vendor quotations, and prepare comparative pricing/solution analyses.

• Work closely with Procurement, Finance, and Legal teams to facilitate contract execution, non-disclosure agreements (NDAs), and Service Level Agreements (SLAs).

• Oversee vendor delivery milestones, verify deliverables against acceptance criteria, and process vendor invoices, Monthly Recurring Charges (MRC), and payment disbursements.

3. Reporting, Analytics & Financial Tracking

• Consolidate data from project leads to produce monthly and weekly PMO status reports, project health dashboards (KPIs, schedules, risks, budget utilization), and executive summaries.

• Utilize reporting tools (e.g., Power BI, MS Excel/Power Query, PowerPoint) to analyze project metrics, identify potential bottlenecks, and track technical dependencies.

• Monitor project budget allocations, track actual vs. forecasted expenditures, handle cost accruals, and assist in variance reporting for Finance review.

4. Stakeholder Coordination & Project Support

• Serve as the primary administrative and operational liaison between internal business units, technical engineering teams, testing teams (UAT), and third-party vendors.

• Assist in organizing User Acceptance Testing (UAT) schedules, tracking defects, and monitoring deployment readiness.

• Support ad-hoc PMO tasks, audit preparations, and continuous process optimization initiatives.

Job Requirements

• Bachelor’s degree in Information Technology, Computer Science, Business Administration, or a related field.

• 3 to 5 years of experience in an IT PMO, Project Coordinator, or IT Project Specialist role in the Banking, Financial Services, or IT Vendors delivering banking systems is strictly preferred.

• Project & PMO Tools: Hands-on proficiency with Jira, Confluence, MS Project, SharePoint, and MS Office (Excel PivotTables/VBA, PowerPoint).

• Data & Analytics: Solid experience creating project status dashboards using Power BI, Power Query, or SQL for data validation and reporting.

• Procurement Knowledge: Familiarity with corporate IT procurement workflows, vendor management, RFP preparation, and contract coordination.

• Documentation Standards: Strong capability in producing structured, audit-ready project artifacts and workflow documentation.

• Languages: Excellent verbal and written communication skills in English and Chinese (Cantonese and/or Mandarin).