PMI Singapore Chapter

Election Process

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Learn about the Election Process and get an overview of the many roles & responsibilities of the ExCo.  

 

PMI Singapore Chapter conducts election during an Annual General Meeting (AGM) that is held by end of March. 

Serving on the Chapter Executive Committee provides you with an excellent opportunity to contribute to strategic planning and implementation of activities that are crucial to a successful operation and development of our Chapter and the PM Community in Singapore.

Serving on the ExCo comes with PDUs and provides a possibility to volunteer for your profession.


 

Election Process

A free and fair election is conducted digitally, in accordance with our Chapter constitution and PMI® guidelines. Here is a high level overview, please scroll to the last section for a more detailed TIMELINE:

- Nomination Committee / Election Committee Appointment

- Candidate Nomination submission

- Candidate screening

- Election via electronic voting 

- Announcement of Election results

- New Executive Committee starts term of office the day after announcement of Election results

PMI Singapore Chapter Constitution specifies four (4) types of roles as ExCo and non-ExCo:

1) Officers (ExCo): President, Vice President (shared between two people), Secretary (& Assistant), Treasurer (& Assistant)

2) Executive Committee Members (ExCo): Team allocation to different roles that cover all portfolios happens after the election (please refer to the next section for details)

3) Internal Auditors (non-ExCo)

4) Trustees (non-ExCo): Exercise proper care and custody of all tangible and intangible assets owned by this Chapter.

>> Allocation of roles & responsibilities: After the Election, based on agreed strategy, skill set and interest of the ExCo Team, portfolios are distributed by consensus. This is why it is crucial that you are aware what portfolios we have so that you can see whether you have the required skill set to add value to.

Roles and responsibilities of Officers and Portfolios Leads on the ExCo are provided for in the next section. 

Candidates stand for specific Officer positions, whereas Candidates for Committee Members are elected without particular role assignment. 

We also provide an estimate of minimum hours one will need to dedicate to be successful. You will be able to claim Volunteering PDUs (1 PDU per hour spent, but you will easily exceed the maximum number of hours that you can claim PDUs for).

Roles & Portfolios on the ExCo (Click through for overview of potential responsibilities under each heading. Requirements, skill set, time commitment included. Some roles & responsibilities are shared.)

ELIGIBILITY:

A candidate standing for election as a President must have previously served at least one (1) complete term as an ExCo Officer and one (1) complete term as an ExCo Member. These terms may have occurred at any time prior.

ROLE DESCRIPTION:

Elected volunteer responsible for oversight of the chapter and the board. The president shall direct the activities of the other board members in accordance with the chapter bylaws.

ROLES AND RESPONSIBILITIES:

  • Direct the chapter’s strategic goals
  • Achieve the chapter vision, mission and objectives as detailed by the chapter board, PMI and chapter business plans
  • Direct the activities of chapter ExCo toward chapter goals and objectives
  • Ensure that the chapter ExCo works together as a team
  • Represent the chapter at public events
  • Ensure strategic alliance, planning and annual reporting
  • Be ultimately accountable for all ExCo operations and chapter activities
  • Act as a liaison between the chapter and PMI
  • Ensure that the charter renewal is updated and that the chapter is in compliance as specified by PMI
  • Preside over the ExCo meetings and the annual general membership meeting
  • Ensure that all chapter business is being done legally and ethically
  • Assume responsibility for the overall functioning of the chapter
  • Legally represent the organization (this role can be co-dependent with the Treasurer)
  • Ensure statutory and regulatory compliance in consultation with Treasurers
  • With the ExCo, ensure prudent disbursement of chapter funds
  • Drive implementation of PMI policies and guidelines and ensure that they are reflected in chapter processes
  • Manage periodic policy audits
  • Promote leadership development opportunities for ExCo development
  • Develop and implement a succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Management Skills
  • Organization Management
  • PMI Knowledge and Experience
  • Volunteer Recognition and Appreciation

LEADERSHIP SKILLS:

  • Leadership Maturity
  • Ability to Delegate Effectively
  • Coaching and Mentoring
  • Conflict Resolution Skills
  • Skilled in Strategic Planning and Process Execution
  • Team Building Skills

Estimated Volunteer Hours per Month: 30-40

ELIGIBILITY:

A candidate standing for election as an ExCo Officer must have previously served at least one (1) complete term as ExCo Member. This term may have occurred at any time prior. 

ROLE DESCRIPTION:

Assist the President with their duties of managing the chapter and perform (not assume) the duties of chapter president in their absence or if the president is unable to perform duties for any reason. In avoidance of doubt, they remain in the named position that they were elected for. 

ROLES AND RESPONSIBILITIES:

  • Represent the president in their absence
  • Assume the role of the president the year following successful completion of their duties in this role (depending on chapter bylaws - does not apply to this Chapter - President must be elected)
  • Assume the role of President if the president is unable to perform duties for any reason (depending on chapter bylaws - does not apply to this Chapter - only performs the duties, does not become a President as a named position)
  • Assist the president in their duties
  • Oversee the operations committee
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Budget Management
  • Financial Planning
  • PMI Knowledge and Experience
  • Resource Management

LEADERSHIP SKILLS:

  • Ability to Delegate Effectively
  • Decision Making
  • Skilled in Strategic Planning and Process Execution
  • Team Building Skills

Estimated Volunteer Hours per Month: 20–30
Roles & Responsibilities are shared between two elected VPs.

ELIGIBILITY:

A candidate standing for election as an ExCo Officer must have previously served at least one (1) complete term as ExCo Member. This term may have occurred at any time prior.

ROLE DESCRIPTION:

Elected volunteer responsible for preparing, maintaining, recording, circulating all records, correspondence, minutes of meetings, and related affairs of the chapter. 

Assistant Secretary assists in the performance of stipulated duties. Therefore, must exhibit same skill set requirement as Secretary. In the absence or resignation of Secretary, the Assistant Secretary shall perform (not assume) all the duties required of Secretary. In avoidance of doubt, they remain in the named position that they were elected for.

ROLES AND RESPONSIBILITIES:

  • Assure safekeeping of all governing documents (approved bylaws, articles of incorporation, charter agreement, board policies, committee charters, and all other non-financial records for the chapter)
  • Coordinate and distribute meeting agendas, keep the records of all business meetings of the chapter and meetings of the ExCo
  • Maintain all meeting minutes — must document in accordance with parliamentary procedures as determined by the ExCo
  • Notice of all annual meetings shall be sent to all members at least 30 days in advance of the meeting. Action at such meetings shall be limited to those agenda items contained in the notice of the meeting
  • Provide records to members and outside organizations that request information
  • Provide all notifications to the membership, directors, auditors and members of committees
  • Coordinate distribution of all general correspondence
  • Provide support for membership communication
  • Help oversee coordination of printed materials in cooperation with Marketing (logo items, business cards, etc.)
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Ability to Record Minutes Accurately
  • Knowledge of Chapter Bylaws and Policies
  • Knowledge of Meeting Procedures
  • Knowledge of PMI Bylaws and Policies
  • Knowledge of Records Retention Requirements
  • Meeting Coordination

LEADERSHIP SKILLS:

  • Active Listening Skills
  • Decision Making
  • Excellent Writing Skills
  • Time Management Skills

Estimated Volunteer Hours per Month: 15–25

ELIGIBILITY:

A candidate standing for election as an ExCo Officer must have previously served at least one (1) complete term as ExCo Member. This term may have occurred at any time prior. 

Candidates standing for Treasurer/Assistant Treasurer will need to exhibit knowledge of Generally Accepted Accounting Principles (GAAP) or International Financial Reporting Standards (IFRS), financial acumen, experience in financial management and auditing process.

ROLE DESCRIPTION:

Elected volunteer responsible for finance. Responsible for maintaining and presenting all financial records required for chapter operations in accordance with chapter and bylaws.

Assistant Treasurer assists the Treasurer in the performance of stipulated duties. Therefore, must exhibit same skill set requirement as Treasurer. In the absence or resignation of Treasurer, the Assistant Treasurer shall perform (not assume) all the duties required of Treasurer. In avoidance of doubt, they remain in the named position that they were elected for.

ROLES AND RESPONSIBILITIES:

  • Maintain and manage accounts receivable and payable and all financial portfolios on a regular basis, including but not limited to the collection of chapter dues from PMI, guest payments for chapter meetings or special events and the payment of all chapter bills in accordance with chapter committee directives
  • Establish, maintain and monitor all required chapter bank accounts and/or similar financial transactions; arrange for officer signatures as required
  • Provide financial reporting regarding the state of finances and chapter activity to chapter membership, ExCo, and executive level volunteer leaders on a monthly basis (board meeting)
  • Report on the state of finances at every ExCo meeting and as required
  • Provide quarterly consolidated report on the financial status and assets to Board of Trustees and ExCo
  • Develop an annual operating budget and financial statement to be included in the annual application for charter renewal
  • Ensure the chapter has reviewed and reported required tax filings
  • Recommend improvements in the financial processes to the ExCo
  • Establish, maintain and ensure compliance with all financial operational processes to ensure continuity of chapter operations and define, document and maintain chapter policies including financial reserve policies, investment policies, and record retention and destruction policies established by the ExCo
  • Maintain the annual budget
  • Contribute to financial planning/goal setting, investing, forecasting and budgeting for the chapter
  • Distribute/communicate financial section of the annual report to chapter membership
  • Assist in the preparation of the annual financial statements and reports
  • Provide timely information to independent auditors as required
  • Keep an up to date inventory of all the goods of the chapter
  • Handle all PMI and government required payments
  • Ensure maintenance and storage of all historic financial documents in accordance with chapter board policies regarding Record Retention and Destruction policies
  • Establish financial metrics; ensure chapter is maintaining requirements
  • Serve as liaison with PMI Global on financial matters
  • Prepare financial guidelines and procedures for the chapter along with ExCo
  • Analyze cost impact and income benefit of all activities proposed by the ExCo
  • Review any chapter contract, agreement and insurance
  • Distribute information, materials and/or fees received from the PMI Global to appropriate officers in a timely manner
  • Confirm and check bank accounts monthly
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Accounting Software/Tools (e.g. Quick Books, Excel, Zoho) 
  • Knowledge of Financial Planning
  • Analytical Thinking Knowledge of Generally Accepted Accounting Principles (GAAP)
  • Documentation Skills/Financial Record Keeping

LEADERSHIP SKILLS:

  • Decision Making
  • Technical Tools Skills
  • Time Management Skills
  • Skilled in Strategic Planning and Process Execution

Estimated Volunteer Hours per Month: 25–35

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for professional development, education, and chapter events in accordance with chapter policies and bylaws.

  • Responsible for the development of chapter education activities to include preparation for and maintenance of PMI certifications (e.g. coaching, lectures, workshops, etc.)
  • Develop and maintain relationships with local colleges and universities
  • Responsible for establishing and managing chapter professional development programs, live and online
  • Maintain relationships with Authorized Training Partners (ATP)
  • We split this role between agile & non-agile related (two leaders working together). 

ROLES AND RESPONSIBILITIES:

  • Define strategies for improvement in professional development/training programs
  • Develop and implement a chapter professional development plan, including a program roadmap for professional development content programs
  • Develop plans for and coordinate the chapter’s external educational activities, such as study groups, seminars, workshops, courses, professional development days and other educational activities
  • Manage chapter-created credential examination review courses and other such courses
  • Provide information to members and non-members on career development
  • Provide information and guidance to members and non-members on certification/re-certification in the context of PMI
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter regarding the contents of programs
  • Work with Marketing & Comms to promote the education, certification, as well as training opportunities offered by the chapter
  • Recommend, develop and deliver project management education materials, courses, presentations, and sessions including leadership development training programs
  • Seek new project management professional development programs and services through networking with other educational organizations and PMI chapters
  • Promote the project management profession through the planning and coordination of special events, as identified by the chapter ExCo, designed to enhance and expand the skills and knowledge of project managers
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to the logistics of events/programs
  • Oversee events, presentations, and training programs
  • Invite key influencers from the industry to participate in chapter events
  • Advance the project management profession through the planning and coordination of special events, as identified by the chapter’s ExCo
  • Develop and implement a succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Ability to Develop and Manage Program and Event Schedules
  • Content & Curriculum Development
  • Knowledge of PMI Credentials and PDUs
  • Program and Event Planning Skills
  • Networking Skills (e.g. to find quality facilitators)

LEADERSHIP SKILLS:

  • Ability to Delegate Effectively
  • Coaching and Mentoring
  • Public Speaking/Presentation Skills
  • Team Building Skills

Estimated Volunteer Hours per Month: 25–35

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for addressing the needs of the volunteers, including recruitment, retention, recognition, and leadership development training and support in accordance with chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

  • Recruitment and/or retention of volunteers
  • Conduct general volunteer orientation for all new volunteers including an overview of the volunteer structure, volunteer roles, responsibilities and deliverables
  • Understand and leverage experience of volunteers and direct them to various initiatives in the chapter
  • Identify and develop programs to involve, develop and engage volunteer members
  • Oversee, administer and build awareness of the chapter (and PMI’s) volunteer policies, procedures, and guidelines
  • Develop volunteers to serve in their volunteer roles
  • Develop and administer volunteer recognition programs
  • Oversee and manage the chapter’s volunteer programs and services
  • Provide PMI volunteer awareness at the local and global levels
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Ability to match volunteers' skills with interests
  • Proficient in email communications / writing skills
  • Understanding of volunteer recruitment methods and tools (PMI’s Volunteer Relationship Management System - someone will teach you how to use the PMI VRMS portal if you haven't used it before)
  • Understanding of volunteer resource management
  • Understanding of volunteer recognition and appreciation programs

LEADERSHIP SKILLS:

  • Being Proactive
  • Ability to Delegate Effectively
  • Coaching and Mentoring
  • Persuasion/Motivation Skills
  • Team Building Skills

Estimated Volunteer Hours per Month: 20–30

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for addressing the needs of chapter membership, including membership recruitment, retention, and associated value delivery in accordance with chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

  • Develop and implement a Chapter Membership Plan
    • Ensure continued growth through proactive recruiting, retention and member engagement, including the establishment of measurable goals and the monitoring of success metrics for appropriate action
    • Develop and implement a Community Outreach Plan including commercial, not-for-profit and other professional associations
  • Customer Service
    • Answer general member/non-member information inquiries and other requests for assistance with membership and its benefits
    • Support and attend annual general meeting and all chapter meetings as appropriate
  • Primary user of the Chapter Reporting System (CRS) for analysis and reporting of membership data
    • Maintain the membership records of the chapter
    • Provide communication list/member updates to officers as requested
    • Coordinate the production and distribution of timely membership reports, such as monthly membership reports by demographics (city, state, age, industry, etc.)
  • Market Research (co-operation with Marketing & Comms) 
    • Review and analyze member satisfaction survey data and enhance membership benefits
    • Develop and administer lapsed (non-renewal) member survey
    • Analyze and integrate survey feedback for inclusion in the strategic/operational planning
  • Marketing and Member Engagement (co-operation with Marketing & Comms)
    • Develop and implement membership welcome and support plan including the promotion of PMI and chapter membership value
    • Communicate member value through various delivery methods in alignment with the Membership Benefits Package
    • Utilize membership marketing materials available through the PMI Marketing Portal
    • Develop and implement a rewards and recognition program plan to recognize member milestones (such as anniversaries or awards)
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Data Analysis & Reporting
  • Marketing Skills
  • Proficiency in using Survey Tools / Market Research / Demographic Research
  • Proficiency in using PMI Chapter Reporting System (CRS) (someone will teach you if need be)

LEADERSHIP SKILLS:

  • Persuasion/Motivation Skills
  • Public Speaking/Presentation Skills
  • Skilled in Strategic Planning and Process Execution

Estimated Volunteer Hours per Month: 25–35

Director of Marketing and Communications could be performing a mix of multiple roles and responsibilities that are closely related to each other. The ExCo decides how to reasonably split these up based on strategy and capabilities within the team. For visibility, all three related roles are presented separately below. 


DIRECTOR OF MARKETING

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for chapter-based marketing and public relations to increase awareness of both the chapter and the PMI brand within the territory. This person will develop and execute an integrated marketing and public relations program to support member acquisition, member retention, event promotion, outreach activities, sponsorships, and other related activities in alignment with the chapter’s strategic objectives. These activities shall be performed in accordance with chapter bylaws and PMI policies, brand guidelines, and global marketing strategy.

ROLES AND RESPONSIBILITIES:

  • Develop and implement an integrated marketing and public relations program aligned with the chapter’s strategic objectives
  • Create and execute annual marketing and public relations plan with detailed activity calendar including email, social media, advertising, events, press releases, web updates, etc.
  • Use best practices in marketing and public relations to promote the chapter and its activities to members and the community at large
  • Develop all communication vehicles including, but not limited to emails, web content, press releases, social media posts, promotional materials, advertising, etc.
  • Gain access to PMI’s Marketing Portal and use PMI-provided marketing/PR resources
  • Develop marketing materials in accordance with PMI brand guidelines if suitable materials are not available in the Marketing Portal (or work with local vendors to do this)
  • Plan and purchase print and digital advertising
  • Monitor, optimize, and analyze all marketing and public relations activities
  • Create and distribute public relations communications to targeted audience and/or local media outlets (e.g. local newspapers, radio stations, and television) and manage local media inquiries
  • Collaborate with local businesses and academic institutions, where appropriate, to publicize the chapter and PMI
  • Monitor and coordinate branded presentations to external stakeholders and other organizations interested in the activities of PMI
  • Maintain relationships with existing sponsors for continued revenue generation to fund the chapter’s activities
  • Coordinate and organize presentations to potential chapter, event, and other sponsors
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Understanding of Marketing Strategy, Tactics, Planning, and Delivery
  • Proficiency with Digital Marketing Tools, Including Email Marketing Platforms, Social Media Platforms, Web Content Editing (or capability & desire to learn)
  • Knowledge of PMI Global and Chapter Brand Guidelines
  • Knowledge of Fundraising and Sales Techniques
  • Management Systems, Research / Surveys
  • Working Knowledge of Best Practices in Marketing

LEADERSHIP SKILLS:

  • Excellent Writing / Copywriting / Proof-reading Skills
  • English Language Proficiency
  • Public Speaking / Presentation Skills
  • Persuasion / Motivation Skills
  • Skilled in Strategic Planning & Process Execution

Estimated Volunteer Hours per Month: 30–40


DIRECTOR OF COMMUNICATIONS

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for managing and coordinating communication channels in accordance with chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

  • Disseminate information both to and from the chapter in a timely manner
  • Define and regularly update chapter communication strategy, policies, goals, and objectives
  • Maintain a communications schedule that details all chapter communications across all channels
  • Supervise and support all communication channel activities of the chapter
  • Perform and uphold duties, as specified by the chapter bylaws, board policies, and procedures
  • Work with Marketing Director to ensure that chapters’ brand is understood and leveraged in communication plans
  • Lead the development, production, and release of all chapter newsletters and communications
  • Collaborate with website/technology officer to provide website content and provide input into website design
  • Consult and collaborate with all members of the ExCo to coordinate the communication needs of the chapter
  • Balance the need for timely communication with the goal to keep communication concise, timely and appropriate. Manage the chapter’s approved communications budget, in cooperation with the Treasurer
  • Coordinate and distribute chapter event information in a timely manner
  • Submit information to PMI’s communications department regarding chapter activities for PMI publications, when deemed appropriate
  • Develop and maintain the chapter’s social media strategy and social media policy
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Experience in Developing Communications Strategy and Supporting Communication Plans
  • Knowledge of PMI Global and Chapter Brand Guidelines
  • Strong Written Communication Skills
  • Strong Knowledge of Common Communication Vehicles (i.e. Newsletters, Annual Plans, Email Communications, etc.)

LEADERSHIP SKILLS:

  • Strong English Language Proficiency
  • Excellent Writing / Copywriting / Proof-reading Skills
  • Public Speaking/Presentation Skills
  • Skilled in Strategic Planning and Process Execution
  • Technical Tools Skills
  • Team Building Skills
  • Attention to detail
  • Ability to Delegate Effectively

Estimated Volunteer Hours per Month: 35–45 


SOCIAL MEDIA COORDINATOR / MANAGER

ROLE DESCRIPTION:

Appointed volunteer reporting to the Director of Communications or Director of Marketing, responsible for implementing, optimizing, moderating, and maintaining social media for the chapter in line with the chapter’s social media policy, communication/marketing plan, and PMI’s Social Media Guidelines and brand standards for chapters.

ROLES AND RESPONSIBILITIES:

  • Follow the chapter’s social media strategy and social media policy
  • Ensure compliance with PMI’s Social Media Guidelines and brand standards for chapters
  • Provide leadership to other committees on the most effective methods of using the chapter social media presence for their needs
  • Advise the chapter regarding opportunities and threats in the online environment
  • Stay abreast of social media trends and technology and advise the chapter if and how to leverage them
  • Learn about tools and applications that can enhance and/or automate social media activities
  • Work closely with volunteers responsible for the chapter’s online presence to present a cohesive digital identity in alignment with PMI’s global brand standards
  • Content creation as necessary, including posts, tweets, pins, pictures, infographics, videos, multimedia
  • Curate content, finding and sharing information of interest to the chapter’s audience while respecting copyright laws
  • Respond to social media comments, concerns, and complaints in a professional manner
  • Advise on the best way to integrate social media in the chapter’s website, marketing campaigns, and content publishing
  • Create and manage social media campaigns tailored to the specific needs of the chapter
  • Monitor and post on behalf of the chapter to other people’s blogs, social sites and so forth to develop new relationships
  • Reach out to online communities to build chapter brand awareness
  • Elevate the profile of the project management profession by disseminating PMI’s thought leadership and research to a regional audience
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Basic Understanding of Current Trends in Social Media Technology and Applications
  • Basic Understanding or Desire to Learning/Utilize Social Media Management Tools (for example Hootsuite, Spredfast, Sprinklr, etc.)
  • Basic Understanding of Social Media Terms and Metrics
  • Good Understanding of Social Media such as Facebook, Twitter, Instagram, LinkedIn, Meetup
  • Experience in Developing Communications Strategy and Supporting Communication
  • Online Community Moderation Ability

LEADERSHIP SKILLS:

  • Strong English Language Proficiency

  • Excellent Writing / Copywriting / Proof-reading Skills

  • Attention to detail
  • Technical Tools Skills

Estimated Volunteer Hours per Month: 20–25

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for addressing governance and policy issues, including ensuring the maintenance and enforcement of chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

  • Ensure the policies are consistent and compliant with all applicable governmental jurisdiction and regulations (e.g. ROS, IRAS, government compliance, PMI policy, Sarbanes Oxley – local laws and regulations)
  • Review and update bylaws and ensure they are in alignment with PMI Chapter Charter
  • Ensure the chapter and/or bylaws are upheld and enforced
  • Develop and maintain policy manual
  • Identify gaps between PMI Global policies and chapter policies
  • Develop and maintain information security/personal information policy in cooperation with Data Privacy Officer
  • Ensure and oversee roles/function definitions
  • Address any breeches that may be brought up against a member and/or the chapter
  • Assist in resolving chapter conflicts
  • Raise awareness of and provide training on code of conduct/regulations/processes
  • Be aware of the Ethics Review Process
  • Develop and implement succession and transition plan

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Experience with Developing Roles & Responsibilities
  • Experience with Local Regulations & Laws
  • Knowledge of PMI Ethical Code & Guidelines
  • PMI Knowledge & Experience
  • Policy Development Experience

LEADERSHIP SKILLS:

  • Conflict Resolution Skills
  • Decision Making
  • Excellent Writing Skills
  • Facilitation Skills / Stakeholder Management
  • Skilled in Strategic Planning Process and Execution

Estimated Volunteer Hours per Month: 15–25

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for Corporate Outreach. Responsible for developing a strategy and implementing programs that form sustainable partnerships and yield mutual benefits for corporation to progress the PM profession and increase awareness about PMI certifications.

ROLES AND RESPONSIBILITIES:

  • Work with the chapter’s ExCo and chapter partner to develop an overall strategy and objectives for corporate outreach that support the objectives of the chapter and PMI Global
  • Develop and implement innovative programs to support outreach strategy
  • Develop metrics to measure the success of corporate outreach programs
  • Develop strategies and programs to support promoting the chapter and the project management profession
  • Evaluate and maintain corporate outreach partnerships
  • Monitor activities of corporate outreach volunteers assigned to manage the program
  • Maintain a record of local corporate contacts
  • Manage and maintain corporate outreach budget
  • Report monthly progress to the chapter’s ExCo and for the annual chapter business planning with chapter partner
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to corporate outreach resources and services
  • Act as primary lead for developing corporate outreach activities which may include oversight of outreach committee volunteers
  • Responsible for making local companies aware of PMI and the benefits of chapter support, and PMI products/programs/ initiatives relevant to the corporate environment
  • Responsible for identifying and developing programs to involve, develop, engage and manage stakeholders
  • Assure synergy between (other) outreach projects/activities
  • Gather lessons learned and develop procedures to ensure consistent messaging across outreach activities
  • Attend regularly scheduled outreach team meetings/conference calls and selected meetings
  • Create corporate outreach blurbs for chapter news that provide communications on outreach activities (in cooperation with Comms)
  • Responsible for helping to develop the role and responsibilities of the position and provide onboarding support for new volunteers
  • Enhance executive-level awareness of corporate outreach programs that should be considered for the chapter and its members

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Knowledge of Local Corporate Environment
  • Understanding PMI Approach

LEADERSHIP SKILLS:

  • Decision Making
  • Persuasion/Motivation Skills
  • Skilled in Strategic Planning and Process Execution
  • Stakeholder Management

Estimated Volunteer Hours per Month: 15–25

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for Academic Outreach. This person is responsible for developing a strategy and implementing programs that form sustainable partnerships and yield mutual benefits for tertiary/higher educational institutions.

ROLES AND RESPONSIBILITIES:

  • Work with the chapter’s ExCo and chapter partner to develop an overall strategy and objectives for academic outreach that support the objectives of the chapter and PMI Global
  • Develop and implement innovative programs to support academic outreach strategy
  • Develop metrics to measure the success of academic outreach programs
  • Develop strategies and programs to support the establishment of “partnerships” for mutual benefit with academic institutions that help promote the chapter and the project management profession
  • Evaluate and maintain academic outreach partnerships
  • Monitor activities of academic outreach volunteers assigned to manage the program
  • Maintain a record of local academic contacts 
  • Manage and maintain academic outreach budget
  • Utilize PMI academic outreach resources to support designated outreach activities (found on the Marketing Portal)
  • Provide input to PMI’s academic outreach staff that will contribute to the development of academic outreach resources and services for chapter use (found on the Marketing Portal)
  • Report monthly progress to the chapter’s ExCo and for the annual chapter business planning with chapter partner
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to academic outreach resources and services
  • Act as primary lead for developing academic outreach activities which may include oversight of academic outreach committee volunteers
  • Responsible for making local academic institutions aware of PMI and the benefits of chapter support, and PMI products/programs/ initiatives relevant to an academic audience
  • Responsible for identifying and developing programs to involve, develop, engage and manage academic stakeholders
  • Assure synergy between outreach projects/activities
  • Gather lessons learned and develop procedures to ensure consistent messaging across outreach activities
  • Attend regularly scheduled outreach team meetings/conference calls and selected meetings
  • Create academic outreach articles for chapter comms on outreach activities
  • Responsible for helping to develop the role and responsibilities of the position and provide onboarding support for new volunteers
  • Enhance executive-level awareness of academic outreach programs that should be considered for the chapter and its members

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Knowledge of University Academic Environment and Structure
  • Understanding PMI Approach for Universities (including Accreditation Process)

LEADERSHIP SKILLS:

  • Decision Making
  • Persuasion/Motivation Skills
  • Skilled in Strategic Planning and Process Execution
  • Stakeholder Management

Estimated Volunteer Hours per Month: 15–25

ROLE DESCRIPTION:

Elected or appointed volunteer responsible for all aspects of chapter technology including the acquisition of technology, support/maintenance of technology, data analytics, technology governance and long-range and annual planning of technology in accordance with any current or future PMI procedures and guidelines. (Note - this has been an add-on to another role due to lower time consumption since we are an established Chapter)

ROLES AND RESPONSIBILITIES:

  • Acquisition of Technology
    • Participate in request for proposal (RFP) and contract negotiations (not sole negotiator)
    • Research new technologies and/or features to improve the chapter efficiencies and membership experience and report on the feasibility of proposed technology initiatives
    • Collaborate with chapter leadership to propose initiatives
    • Gather business requirements
    • Oversee any initiatives for current or proposed technologies
    • Lead implementation planning
    • Oversee training
  • Support/Maintenance of Technology
    • Manage all chapter technology initiatives
    • Provide administrative support for chapter technologies
    • Provide vendor management of technology
    • Be familiar with all aspects of operational technologies in place and be able to provide backup administrative support
    • Ensure the chapter’s owned, rented, or leased equipment is in good working order and tracked
    • Provide regular status updates to chapter leaders
    • Communicate service level agreements (SLAs) for the issue/request intake process
    • Manage, recruit, and onboard internal and external technology team members and ensure the technology team is providing timely responses to support requests
    • Coordinate and collaborate with other chapter board members and volunteers where needed
  • Data Analytics
    • Per PMI current and future membership and data protection policies:
      • Provide general data support including, but not limited to, gathering and providing data
      • Create awareness of available data and the value of it
    • Provide various analytic reports to chapter leaders including:
      • Referral source
      • Email conversion and A/B testing
      • Web analytics
    • System reports: operational defects in IT systems
  • Governance
    • Maintain data and transaction services and processes
    • Maintain inventory of technologies in place, including administrative access information
    • Ensure compliance with all software/subscription licenses that are acquired
    • Ensure backups and ensure proper archiving occurs within the infrastructure
    • Manage internet site security/system monitoring
    • Maintain the process and methods for access rights for chapter systems
    • Assess risk in IT systems
    • Maintain IT security policies
  • Long Range and Annual Planning

  • Successfully plan, track and deliver all IT-related services employed to benefit the chapter

  • Work with other technology team members, chapter ExCo and volunteers to identify opportunities to improve chapter technology and infrastructure

  • Provide submission requests for budget and schedule estimates

  • Provide recommendations for system upgrades

  • Assist in defining business capabilities

  • Identify upcoming technology needs based on chapter plans/activities

  • Identify road maps focused on sequencing and dependencies

  • Keep current on technologies being adapted by PMI or other PMI chapters

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Contract & Vendor Management
  • Data Analysis & Reporting
  • Organizational Change Management
  • Management Skills
  • Skilled in Strategic Planning Process
  • STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

LEADERSHIP SKILLS:

  • Technical Tool Skills
  • Decision Making
  • Stakeholder Management

Estimated Volunteer Hours per Month: 10-15 

ROLE DESCRIPTION:

Appointed volunteer responsible for serving as the primary link between the PMI Chapter and the PMI Educational Foundation (PMIEF), PMI’s philanthropic arm and registered nonprofit organization, by building connections and networking both throughout the community and within the chapter. (Note - This has been performed by Academic Outreach Team)

ROLES AND RESPONSIBILITIES:

  • Serving the Chapter
    • Design and promote social good events, including those that serve community needs and are requested by chapter ExCo members (e.g., Director of Outreach, Director of Professional Development)
    • Raise awareness and deliver member value through the promotion/advocacy of chapter social good programs and PMIEF no-cost resources (learning resources, templates, academic scholarships, awards, careers in PM, PMIEF newsletter, etc.) that support engagement in the local community
    • Engage fellow volunteers through social good programs and opportunities for developing their skills and participating in the community
    • Network with communities that can benefit from social good programs and free resources provided by PMIEF (e.g. schools, nonprofits, other organizations, etc.)
    • As invited, participate in chapter annual planning and propose a yearly business plan specific to PMIEF
    • Provide chapter ExCo members with regular updates on social good programs being carried out locally
    • Be familiar with all content related to the role as published on PMIEF.org
  • Communicating and Increasing Awareness
    • Promote social good initiatives organized by the chapter through different channels (press, social media, etc.) to increase visibility among your PMI chapter members and local community and provide reports on their impact
    • Collaborate with and communicate regularly with PMIEF Community Engagement Committee members on a variety of chapter social good programs and planning
    • Inform PMIEF staff administrator periodically regarding chapter social good programs that are being carried out and those initiatives that have been suggested/proposed by your chapter
  • Staying Informed
    • Become knowledgeable about PMIEF programs, products, resources, and partnership opportunities
    • Attend PMIEF virtual training, webinars, and monthly teleconferences
    • Subscribe to and remain up-to-date with two PMIEF monthly e-newsletters: PM For Social Good® and PMIEF / PMI Chapter Liaison.
    • Participate in virtual events, webinars, and dedicated training that further increase awareness, exposure, and insights regarding the PMIEF
    • Participate in global liaison community in the development of and sharing of best practices

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Passion for using project management for the good of others in society (youth, teachers, underprivileged individuals, nonprofits, etc.).
  • PMI knowledge and experience at the chapter level
  • Ability to work independently on sensitive and complex matters
  • Demonstrated success in working well with people and teams and ability to build relationships both with community organizations and among chapter volunteers
  • English proficiency, both written and verbal

LEADERSHIP SKILLS:

  • Public Speaking/Presentation Skills
  • Stakeholder Management
  • Persuasion/Motivation Skills
  • Adaptability/Flexibility

Estimated Volunteer Hours per Month: 10–20

ADDITIONAL ACTIVITIES WITH ExCo OVERSIGHT:

  • Data Privacy
  • Symposium
  • Project of the Year Awards
  • Mentoring Programme
  • Coaching for PMP
  • Women in Project Management
  • Specific Interest Groups / Communities of Practice (MIIP, Disciplined Agile, etc.)
  • Disciplined Agile Chapter Champion (DACC, a designated person to be the contact, more info here)
  • Project Sponsoring of ExCo-approved activities volunteers bring to life

ELIGIBILITY:

Member in good standing of PMI Singapore Chapter, who legally resides in Singapore.

Professional IIA Qualifications are ideal. Alternatively, candidates must exhibit knowledge of audit, practical skills and technical competencies. They must be familiar with analysis of Financial Statements, Quality Assurance (Operational and Technology), Governance, Risk Management and Control.

ROLE DESCRIPTION:

Elected volunteers who perform the role of Internal Auditors as defined by the Institute of Internal Auditors (IIA) - possess knowledge of internal audit, practical skills and experience aligned with the framework set by IIA. They provide independent and objective assurance and consulting to help the Chapter improve risk management, governance and internal control processes in order to have it operate effectively.

Please note this position holds no voting rights on the ExCo. 

ROLES and RESPONSIBILITIES :

  • To examine and appraise PMI Singapore Chapter’s existing risk controls, financial performance and compliance with applicable laws and regulations.
  • To issue an independent statement or attestation of the effectiveness and adequacy of risk controls pertaining to the operational activities of the Chapter.
  • To add value to the Chapter by providing recommendations that are useful for the Executive Committee’s current and future-oriented decisions.

ACCOUNTABILITIES:

  • Submission of Internal Audit Report on the Financial Statement of PMI Singapore Chapter
  • Identification of gaps and recommend actions to rectify the root cause and prevent a recurrence.
  • Monitor the closure of internal audit findings

Estimated Volunteer Hours per Month: 15-25

ELIGIBILITY:

Member in good standing of PMI Singapore Chapter , who legally resides in Singapore.

A Trustee cannot serve on the ExCo while they are on the Board of Trustees. Ideally holds a PMI certification and preferably exhibits professional qualifications as required by Trustee’s roles.

ROLE DESCRIPTION:

Elected volunteers who perform the role of Trustee on the Board of Trustees, which consists of 3 or 5 members. This Board exercises proper care, custody of all tangible and intangible assets owned by the Chapter. 

 

Please note this position holds no voting rights on the ExCo. 

ROLES and RESPONSIBILITIES :

  • Review quarterly reports from Treasurer. 

  • Be responsible for the control and administration of the Financial Reserve.

  • Not affect any sale or mortgage of any asset held without the prior approval of the General Meeting.

 

Estimated Volunteer Hours per Month: 2-5

Contact us - we welcome questions - this message will be sent to Chapter Secretaries