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CAREER OPPORTUNITIES > MALAYSIA

Head of PMO – Project Management Office

As Apexone expands its portfolio across Enterprise AI, FinTech, Blockchain, Smart Manufacturing IR4.0, Digital Platforms, and Smart City master system integration, the Head of PMO will play a critical executive leadership role. This position is responsible for building the Project Management Office (PMO) from the ground up, instituting standardized project governance, establishing unified delivery methodologies (Agile, Waterfall, Hybrid), and managing a growing team of Project Managers (PMs). The Head of PMO acts as the central "air traffic control" tower — ensuring multi-million dollar, multi-disciplinary projects are executed on time, within budget, and aligned with Apexone's strategic business goals.

Crucially, Apexone serves as the Master System Integrator (MSI) for Smart City initiatives — not the EPC or construction contractor. This means the PMO must coordinate technology integration across multiple vendors, systems, and stakeholders rather than physical construction. Additionally, a significant portion of Apexone's project portfolio is secured through government tenders, requiring deep expertise in public procurement regulations, tender board compliance, and government stakeholder engagement. The PMO must navigate complex tender processes, manage bid-to-award lifecycles, and ensure flawless contract execution against government-mandated KPIs, service levels, and reporting obligations.

Strategic Leadership

LOCATION

DEPARTMENT

REPORTS TO

One City, Malaysia (with regional travel as required)

Project Management Office

Chief Executive Officer (CEO)

Core Responsibilities

Key Role Objectives:
A. PMO Department Setup & Strategy

  • Establish PMO Architecture: Define the organizational vision, operating model, and charter for the PMO to support cross-functional project execution across software platforms, hardware integration, and smart city ecosystems.

  • Standardize Delivery Frameworks: Develop and deploy unified project management methodologies, quality gates, tools (e.g., Jira, Bitrix24, ClickUp, MS Project), and standardized templates across all software and hardware engineering streams.

  • Governance & Compliance: Establish risk management, issue escalation paths, change control processes, and quality assurance benchmarks for enterprise project delivery.

  • Government Tender Compliance Framework: Establish standardized processes for managing RFP/RFQ/tender responses, ensuring full alignment with government procurement regulations (e.g., Oman Tender Board, Malaysia MOF, GCC public procurement laws), and standardizing tender documentation including technical proposals, BOQs, compliance matrices, and pricing schedules.

  • Smart City Governance Framework: Design multi-layer governance structures that coordinate between government stakeholders, technology vendors, system integrators, and citizen engagement platforms.

B. Government Tender & Procurement Management

  • Tender Lifecycle Management: Oversee end-to-end tender response coordination — from opportunity identification, pre-tender qualification (RFI/PQQ), technical/commercial proposal development, to bid submission, clarification rounds, and contract negotiation.

  • Bid-to-Award Governance: Establish structured review gates for all tender submissions, ensuring technical feasibility, commercial viability, regulatory compliance, and competitive positioning before submission deadlines.

  • Compliance & Audit Readiness: Ensure all tender submissions and project deliverables meet government procurement requirements — including technical specifications, financial guarantees (bid bonds, performance bonds, advance payment guarantees), insurance requirements, and contract terms.

  • Government Contract Execution: Manage post-award contract administration — including milestone-based payment claims, progress reporting (physical and financial), variation orders, extension of time (EOT) applications, and contract close-out.

  • ICV & Local Content Reporting: Establish robust tracking systems for In-Country Value (ICV) commitments — including local workforce deployment, local supplier utilization, technology transfer, and knowledge transfer — ensuring accurate and timely submission of ICV reports to government agencies.

  • Vendor Pre-Qualification & Registration: Manage Apexone's registration and pre-qualification status with government procurement portals, tender boards, and relevant ministries to ensure eligibility for future opportunities.

C. Smart City & MSI Project Delivery

  • Master System Integrator (MSI) Lifecycle Management: Oversee the end-to-end MSI lifecycle — from design and build to operate and transfer — ensuring seamless integration between digital systems and physical urban infrastructure.

  • Multi-Vendor Ecosystem Orchestration: Coordinate and align multiple technology vendors, OEMs, system integrators, and field teams to deliver cohesive smart city solutions without single points of failure.

  • System Integration & Interoperability: Ensure all smart city components — Intelligent Command and Control Centers (ICCC), IoT sensor networks, AI analytics platforms, citizen applications, and e-government services — integrate seamlessly across a unified architecture.

  • Infrastructure Re-usability & Scalability: Ensure smart city infrastructure is designed for maximum utilization, scalability, and future convergence needs across multiple projects and government departments.

  • Technology Workstream Coordination: Manage PMO workstreams covering governance, data, technology, cybersecurity, procurement, training, communication, support, and scale-up execution.

D. PM Team Leadership & Mentorship

  • Talent Recruitment & Scaling: Recruit, hire, and structure a high-performing team of Project Managers, Program Managers, and Scrum Masters with expertise across AI, Blockchain, Software, Hardware, Smart City, and Government Project domains.

  • Performance & Coaching: Mentor and coach Project Managers on best practices, stakeholder management, conflict resolution, and financial tracking — including government contract administration skills.

  • Resource Allocation: Manage cross-project capacity planning, balancing resource loads between AI, Blockchain, Software, Hardware, and Smart City master integration teams.

E. Portfolio Performance & Financial Oversight

  • Executive Portfolio Dashboards: Maintain real-time executive-level dashboards reporting on project health (KPIs, milestones, budget variance, and risk registers) — including smart city-specific metrics (service delivery, operational efficiency, citizen trust, data quality) and government project KPIs (milestone achievement, payment claim success, variation order approval rates).

  • Budget & Profitability Management: Oversee total cost of delivery, ensuring high-margin realization across client deployments and commercial deliverables — with particular attention to government project pricing structures, retention sums, and payment milestone schedules.

  • Risk Mitigation: Anticipate delivery bottlenecks, supply chain delays (for hardware/IoT/Smart City components), technical dependencies, vendor integration risks, and government approval delays (e.g., payments, variation orders, technical approvals) before they impact delivery timelines.

F. Stakeholder & Client Engagement

  • Executive Alignment: Serve as the primary operational liaison between project delivery teams, Solution Architects, C-suite executives, and key client stakeholders.

  • Government & Multi-Stakeholder Engagement: Act as the key liaison between government procurement departments, tender boards, relevant ministries, municipal councils, technology partners, and corporate stakeholders — translating technical requirements into actionable, citizen-centric outcomes.

  • Steering Committees: Chair internal and external Steering Committee meetings to manage scope, client approvals, and strategic trade-offs.

  • Cross-Department Coordination: Align multiple public-sector teams, ICT units, procurement teams, data owners, finance teams, and leadership to ensure coordinated smart city delivery.

  • Government Reporting & Documentation: Ensure timely and accurate submission of all government-required reports — including physical progress reports, financial claims, audited statements, and compliance certifications.

Required Qualifications & Experience:

  • 10+ years in IT/Engineering project delivery, with at least 5+ years in a senior leadership role leading or building a PMO in an enterprise software, systems integration, or technology environment

  • Methodology Expertise: Deep hands-on experience in Agile/Scrum, Waterfall, and Hybrid frameworks

  • Domain Context: Prior exposure overseeing complex projects involving software platforms (AI/FinTech/DLT/SaaS) and/or hardware-software convergence (IoT, Industrial Automation, Smart Infrastructure). Experience with Smart City/MSI projects and/or government tenders is highly preferred.

  • Government Procurement Knowledge: Deep understanding of government procurement frameworks in Malaysia (MOF, MAMPU, MyProcurement) and/or GCC (Oman Tender Board, UAE, Saudi) — including knowledge of tendering regulations, contract conditions, payment mechanisms, and ICV requirements

  • Smart City & MSI Knowledge: Strong understanding of the Master System Integrator (MSI) lifecycle — including design-build-operate and design-build-transfer models — and experience managing system integration within urban ecosystems

  • Education: Bachelor's or Master's degree in Computer Science, Information Technology, Engineering, or Business Administration

  • Certifications (Highly Preferred):

    • PMP® (Project Management Professional) / PgMP®

    • PMI-PBA® or Certified PMO Director (PMO-CP)

    • Certified ScrumMaster (CSM) or SAFe® Practice Consultant (SPC)

    • MSP (Managing Successful Programmes), P3O, or MoP certifications — particularly valuable for smart city program governance and government program management

    • Certified Government Project Manager (CGPM) or equivalent government contract management certification is an advantage

Success Criteria in First 12 Months:

  • Successfully establish PMO charter, governance framework, and standardized delivery methodologies across all project streams — including government tender compliance frameworks and smart city MSI governance structures

  • Recruit, onboard, and structure a high-performing PM team of at least 5-7 Project Managers and Program Managers with expertise across technology, smart city, and government project domains

  • Implement executive portfolio dashboards with real-time visibility into KPIs, milestones, budget variance, and risk registers — including smart city-specific metrics (service delivery, operational efficiency, citizen trust, data quality) and government project KPIs (milestone achievement, payment claim success, variation order approval rates)

  • Achieve 95% on-time, on-budget delivery across all active enterprise projects

  • Reduce project escalation incidents by 40% through proactive risk management and early issue identification — particularly around vendor integration risks and government approval bottlenecks

  • Establish Architecture Review Board (ARB) gates and PMO quality assurance checkpoints for all major initiatives

  • For Government Tenders: Successfully establish a standardized tender response library and bid management process, supporting the winning of at least 2-3 strategic government opportunities

  • For Government Projects: Achieve 100% on-time submission of all government progress reports, payment claims, and compliance documentation across active government contracts

  • For Smart City Programs: Successfully orchestrate at least one multi-vendor smart city integration project, ensuring seamless interoperability across ICCC, IoT networks, citizen applications, and e-government platforms

  • Stakeholder Alignment: Build trusted relationships with government procurement departments, tender boards, and municipal stakeholders — establishing Apexone as the preferred MSI partner for government smart city and digital transformation initiatives

Recommended Initial 90-Day PMO Roadmap:

  • Month 1 - Assessment & Framework Design:

    Audit current projects → Define PMO Charter → Standardize project templates & tools → Assess government tender compliance requirements → Review active government contract obligations → Map smart city MSI governance requirements

  • Month 2 - Governance & Team Building:

    Recruit/assign PMs → Implement risk/budget tracking → Launch standardized reporting → Establish multi-vendor coordination protocols → Develop tender response templates & checklists

  • Month 3 - Full Operationalization:

    Roll out executive dashboards → Establish Architecture Review/PMO gates → Deploy smart city KPI frameworks → Implement government reporting cadence → Continuous improvement cycles

EMPLOYMENT TYPE: FULL-TIME, PERMANENT

APPLICATION PROCESS

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Our recruitment process: CV Review → Technical Assessment → Leadership Interview → Offer

Apexone is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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