Description:Elected volunteer responsible for preparing, maintaining, recording, and circulating all records, correspondence, meeting minutes (both board meetings and membership meetings), and related affairs of the chapter. Additionally, responsible for all aspects of chapter technology, including the acquisition, support, maintenance, data analytics, technology governance, and long-range and annual planning of technology in accordance with any current or future PMI procedures and guidelines.
Responsibilities:1. Records and Documentation:
- Assure safekeeping of all governing documents (member-ratified bylaws, articles of incorporation/registration, charter agreement, board policies, committee charters, list of chapter’s fixed assets, contractual agreements, and all other non-financial records for the chapter).
- Maintain all meeting minutes, with documentation in accordance with parliamentary procedures as determined by the board.
- Provide records to members and outside organizations that request information if appropriate and upon approval and request of the board, excluding personally identifiable records.
- Oversee coordination of printed materials (logo items, business cards, etc.).
- Ensure all chapter documents are saved in a shared location as determined by the board.
- Responsible for overseeing the chapter repository and associated board files (getting the licensing of electronic tools, managing access, and keeping track of document inventory).
2. Meeting Coordination:
- Coordinate and schedule monthly board meetings.
- Coordinate and distribute meeting agendas.
- Keep the records, including action items, of all business meetings of the chapter and meetings of the board.
- Coordinate the Annual Meeting notification to all members. Notice of all annual meetings shall be sent at least 30 – 45 days in advance of the meeting as outlined in the chapter’s bylaws. Action at such meetings shall be limited to those agenda items contained in the notice of the meeting.
- Coordinate with the board to develop the annual report.
- Provide governance and compliance notifications to the membership, directors, auditors, and members of committees as needed (i.e., elections, annual meeting, bylaws ratification).
- Coordinate distribution of all general correspondence.
- Provide support for membership communication.
3. Annual Planning:
- Collate an annual plan deliverable from each chapter leader and develop an annual plan matrix as defined by the Catalog of Core Services, track progress of the agreed deliverables and report status updates to the board and PMI.
- Ensure chapter policies and public documents are written using inclusive language (or work with respective board members to ensure the language used is inclusive).
5. Acquisition of Technology:
- Participate in the 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 proposed technologies.
- Lead implementation planning.
6. Support/Maintenance of Technology:
- Provide administrative support for chapter technologies.
- 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 technology status updates to chapter leaders and board members.
- Communicate service level agreements (SLAs) for issue/request intake process.
- Manage, recruit, and onboard internal and external technology volunteers and ensure providing timely responses to support requests.
- Regarding data reporting operations and analytics, partner with membership and governance teams where appropriate. 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 proposition of reporting.
- Provide various analytic reports to chapter leaders including referral source, email conversion, A/B testing web analytics, and system reports for operational defects in IT systems.
7. Governance:
- Maintain data and transaction services and processes.
- Maintain an inventory of technologies in place, including administrative access information.
- Ensure compliance with all software/subscription licenses that are acquired.
- Ensure backups and proper archiving within the infrastructure.
- Maintain the process and methods for access rights for chapter systems. Assess risk in IT systems and partner with the governance team where appropriate.
- Ensure compliance with chapter and PMI information security policies.
8. Technology Operations:
- Successfully plan, track, and deliver all IT-related services employed to benefit the chapter.
- Work with other technology team members, chapter board members, and volunteers to identify opportunities to improve chapter technology and infrastructure.
- Provide submission requests for budget and schedule estimates and 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.
- Ensure member, nonmember, and vendor information security.
Business Acumen Skills:- Ability to record minutes
- Knowledge of chapter bylaws and PMI policies
- Knowledge of parliamentary meeting procedures
- Knowledge of records retention requirements
- Meeting coordination
- Experience with developing roles and responsibilities
- Experience with local regulations and laws
- Knowledge of PMI conflict resolution process and PMI Code of Ethics and Professional Conduct
- PMI knowledge and experience (i.e., Bylaws, policy manual for PMI chapters, etc.)
- Policy development experience
- Contract and vendor management
- Data analysis and reporting
- Organizational change management
- Management
- Technical application
- Microsoft apps ecosystem
Power Skills:- Excellent writing
- Time management
- Facilitation
- Conflict resolution
- Executive leadership
- Stakeholder engagement
- Collaborative leadership
- Business process analysis
Formal requirements:- To be a current PMI member and PMI Kazakhstan Chapter member
- To have at least 3 years of experience leading people
- To have no tax and civil cases violation records
- To have a volunteering experience in his/her past
- To be PMP-certified
Expected engagement:3 – 6 hours per week depending on the current projects (with up to ten hours increase when helping to prepare big events)
Perks:- Opportunity to develop own leadership and project management skills;
- International and local professional networking opportunities;
- Opportunity to earn Professional Development Units (PDU) for maintaining your PMI certification;
- Opportunity to attend PMI global events online and offline
- Creative tasks;
- Great team atmosphere