Project Officer (Systems and Project Improvement)

Job Summary:

The Project Officer also supports process improvement and system enhancement initiatives that contribute to operational excellence and organizational goals.

Key Duties and Responsibilities

Primary Functions:

1. Coordinate and monitor assigned projects from initiation through completion.
2. Prepare, update, and maintain project plans, schedules, timelines, and project documentation.
3. Track project progress and ensure timely completion of deliverables.
4. Coordinate project meetings and follow up on action items with project teams and stakeholders.
5. Identify project risks, issues, and delays, and escalate concerns to the Project Manager or management when necessary.
6. Support cross-functional teams to ensure alignment with project objectives, priorities, and timelines.
7. Ensure compliance with project governance, organizational policies, and established project management standards.
8. Assist in documenting project outcomes, lessons learned, and recommendations for continuous improvement.
9. Support process improvement and system enhancement initiatives by coordinating implementation activities and monitoring project outcomes.

Regular Tasks:

1. Coordinate day-to-day project activities with internal departments and external stakeholders.
2. Monitor project schedules, milestones, and deliverables to ensure projects remain on track.
3. Prepare weekly and monthly project status reports highlighting accomplishments, pending activities, risks, and issues.
4. Maintain comprehensive project documentation, including meeting minutes, action logs, project trackers, and status reports.
5. Coordinate with vendors, consultants, and third-party service providers as needed.
6. Assist in organizing project meetings, workshops, user training sessions, and project presentations.
7. Monitor resource requirements and coordinate with department representatives to ensure project support.
8. Assist in conducting User Acceptance Testing (UAT), implementation activities, and project deployment when applicable.
9. Support change management activities related to new systems, workflows, and organizational initiatives.
10. Monitor implementation progress and recommend opportunities for process improvements and operational efficiencies.
11. Ensure timely communication of project updates to stakeholders and management.
12. Perform other project-related duties as assigned.

• Support compliance with Joint Commission International (JCI) standards, Department of Health (DOH) regulations, and other applicable regulatory requirements.
• Assist in coordinating projects related to accreditation, regulatory compliance, quality improvement, and patient safety initiatives.
• Ensure project documentation complies with organizational policies and regulatory requirements.
• Coordinate with departments to support audit readiness and accreditation activities.
• Participate in continuous quality improvement initiatives that enhance operational efficiency and regulatory compliance.

1. Bachelor's degree in Business Administration, Information Technology, Engineering, Healthcare Management, or any related field.
2. At least 2–3 years of experience in project coordination, project administration, business operations, or a related role.
3. Experience supporting cross-functional projects is preferred.
4. Familiarity in ICT and SDLC processes and concepts
5. Familiarity with basic project management methodologies and documentation, including Gantt Charts, Work Breakdown Structure (WBS), RACI Matrix, project scheduling, and progress tracking.

Skills Required:

1. Strong organizational and project coordination skills.
2. Excellent time management and multitasking abilities.
3. Strong analytical and problem-solving skills.
4. Effective verbal and written communication skills.
5. Ability to coordinate with multidisciplinary teams and stakeholders.
6. Familiarity with project management tools such as Smartsheet, Microsoft Excel, Microsoft Word, and Microsoft PowerPoint.
7. Working knowledge of basic project management methodologies and tools, including Gantt Charts, Work Breakdown Structure (WBS), and RACI Matrix.
8. Ability to prepare project schedules, maintain project trackers, and generate project status reports.
9. Strong documentation and presentation skills.
10. Proficiency in Microsoft Office applications (Excel, Word, PowerPoint).
11. Strong attention to detail and documentation skills.
12. Adaptability and ability to work in a fast-paced environment.

• Primarily office-based with regular clinic/department rounds and audits.
• May require extended hours during accreditation preparation, audits, or regulatory submissions.
• Frequent coordination with multidisciplinary teams and external regulatory bodies.

• None

• Desktop