The posting
We are seeking a proactive and highly organised Digital Transformation Executive to support our organisation-wide digital transformation journey.
As part of the Information Technology team, you will serve as an important link between Business Units, technology specialists and external solution providers. You will proactively engage departments to understand operational challenges, identify opportunities for digitalisation and process improvement, and coordinate digital initiatives from requirements gathering through implementation and user adoption.
Beyond project coordination, you will also help strengthen digital adoption across the organisation by coordinating user training, curating digital-learning content, supporting enterprise application administration and facilitating periodic user-access reviews.
This role is ideal for someone who enjoys working with people, improving processes, keeping initiatives moving and helping users confidently embrace technology.
Job Responsibilities
Business Unit Engagement & Digital Transformation
- Build effective working relationships with Business Units to understand their operations, challenges and digital-transformation needs.
- Conduct regular engagement and process-discovery sessions with departments to identify opportunities for digitalisation, automation and workflow improvement.
- Analyse existing workflows and recommend practical technology-enabled improvements.
- Document improvement opportunities and maintain a central pipeline of digital-transformation initiatives.
- Follow up with stakeholders to ensure agreed actions and improvement initiatives continue to progress.
- Support the assessment and prioritisation of digital initiatives in alignment with organisational and IT priorities.
Business Analysis & Requirements Gathering
- Gather, analyse and document business, user and functional requirements.
- Translate operational needs into clear requirements for internal technical teams and external vendors.
- Prepare process maps, workflow documentation, user stories, functional requirements and other project materials.
- Facilitate discussions between Business Units, technical team members and solution providers.
- Validate proposed solutions with users and ensure that business requirements are accurately understood.
Project & Vendor Coordination
- Coordinate assigned digital-transformation, enterprise-system and workflow-improvement projects.
- Maintain project schedules, milestones, action trackers, risks and issue logs.
- Coordinate activities among users, IT team members, vendors and implementation partners.
- Monitor project progress and follow up proactively on outstanding actions and deliverables.
- Support vendor demonstrations, solution evaluations, implementation discussions and post-implementation reviews.
- Escalate significant risks, delays and unresolved issues when necessary.
User Acceptance Testing & Implementation Support
- Plan and coordinate User Acceptance Testing (UAT) activities.
- Prepare test scenarios and facilitate user participation in testing.
- Record defects, enhancement requests and user feedback, and follow up on their resolution.
- Support implementation-readiness checks, data validation and go-live activities.
- Coordinate post-implementation reviews and track outstanding improvements.
User Adoption & Change Enablement
- Coordinate user-adoption activities for new systems, digital tools and feature enhancements.
- Prepare user guides, quick-reference materials, FAQs, process guides and knowledge articles.
- Organise user briefings, demonstrations, workshops and training sessions.
- Gather user feedback and monitor adoption after implementation.
- Promote effective use of Microsoft 365, AI productivity tools, workflow solutions and other approved digital platforms.
- Support digital onboarding and help users build confidence in adopting new ways of working.
Digital Learning & Awareness
- Coordinate digital-learning and awareness programmes for staff.
- Administer learning campaigns and assignments through platforms such as KnowBe4 and other organisational learning channels.
- Curate practical learning content covering areas such as cybersecurity awareness, Microsoft 365, AI literacy, digital productivity and system usage.
- Maintain digital-learning schedules and monitor training participation and completion.
- Prepare periodic learning and awareness reports.
- Support the development of continuous digital-learning initiatives across the organisation.
Enterprise Application & Access Governance
- Coordinate business administration for designated enterprise and SaaS applications such as DocuSign, KnowBe4, MS Team, SharePoint and other organisational platforms.
- Support user onboarding, offboarding, licence assignment and application-access administration.
- Maintain application-user lists, system ownership information and related governance records.
- Coordinate periodic user-access reviews with application owners and Business Units.
- Follow up on inactive users, access changes, licence utilisation and other review findings.
- Work with technical team members to ensure approved access changes are implemented.
- Support audit and governance requirements relating to application access and usage.
Documentation & IT Governance
- Maintain project documentation, SOPs, process documentation, application guides and knowledge repositories.
- Maintain accurate records relating to application administration, access reviews and digital initiatives.
- Support IT policy communication, cybersecurity awareness and governance activities.
- Assist with internal reviews, audit preparation and Cyber Trust Mark follow-up activities.
- Prepare regular progress reports covering digital initiatives, user adoption, learning completion and access-review activities.
Job Requirements
- Diploma or Bachelor’s Degree in Information Technology, Information Systems, Business Information Systems, Business Administration, Digital Business, Project Management or a related discipline.
- Preferably 1 to 4 years of relevant working experience in areas such as digital transformation, business analysis, IT project coordination, process improvement, change management, user success or enterprise application administration.
- Candidates with strong relevant internship or project experience may also be considered.
- Experience working across different departments and engaging stakeholders will be advantageous.
- Experience in a non-profit, social-service, healthcare, education or other mission-driven environment will be an advantage.
Knowledge & Technical Exposure
- Working knowledge of Microsoft 365 applications, including Teams, SharePoint, Forms, Excel and PowerPoint.
- General understanding of business applications, cloud platforms and workflow automation.
- Familiarity with process mapping and documentation tools.
- Exposure to Microsoft Power Automate, Power Apps, Power BI or other low-code platforms will be advantageous.
- Exposure to AI productivity tools, ERP, HRMS, CRM, document-management or other enterprise systems will be beneficial.
- Experience with learning platforms, electronic-signature solutions or enterprise SaaS applications will be advantageous.
- Understanding of User Acceptance Testing methodology and preparation of test scenarios will be beneficial.
- Advanced programming or software-development experience is not required.
Skills & Competencies
- Strong stakeholder-engagement and interpersonal skills.
- Good listening skills with the ability to understand operational challenges and translate them into clear requirements.
- Strong written communication and documentation skills.
- Good organisational and project-coordination abilities.
- Strong ownership and follow-through, with the discipline to track actions through completion.
- Ability to manage multiple projects and responsibilities concurrently.
- Analytical and structured approach to problem solving.
- Confidence in facilitating meetings, user discussions, briefings and training sessions.
- Strong attention to detail, particularly when handling user access, documentation and governance records.
- Service-oriented and patient when supporting users with different levels of digital confidence.
- Curious, adaptable and willing to continuously explore emerging technologies, particularly AI and digital-workplace tools.
- Able to work independently while collaborating effectively with Business Units, technical colleagues and external vendors.
- Passionate about leveraging technology to improve productivity and create meaningful social impact.
For internal use only : 01
