DEPUTY MANAGER, FINANCE DEPARTMENT

Key Responsibilities

1. Stakeholder & Funding Ecosystem Management

• Act as the primary focal point for three (3) key stakeholder groups:

  • Yayasan JCorp (YJC), Yayasan KPJ

  • External funders (including corporate sponsors, industry partners, foundations, equipment sponsors, grant providers, and CAPEX contributors)

  • Students (recipients of scholarships, sponsorships, and financial aid)

• Build and maintain effective working relationships with funding partners to ensure continuity, transparency, and trust.

• Work closely with the Strategy & Partnership Manager to align funding inflows with institutional priorities, strategic initiatives, and partnership objectives.

• Support the development of new funding opportunities, including corporate-sponsored scholarships, grants, and strategic partnerships, in collaboration with the Strategy & Partnership team.

• Proactively identify and secure external funding, including establishing corporate-sponsored scholarship schemes (e.g., Samsung AI Scholarship, KPJ x Bank Rakyat Scholarship).

2. YJC Liaison & Grant Governance

• Liaise directly with Yayasan JCorp (YJC) or Yayasan KPJ on all matters relating to grants, sponsorships, and funding provided to the University and/ or the students.

• Upon receipt of any grant or sponsorship disbursement to the University, review and validate approved utilisation requests, including but not limited to:

  • Research funding

  • Academic or clinical initiatives

  • Salary or manpower-related costs

  • Equipment purchases and programme support

• Ensure that the utilisation of YJC funds strictly adheres to approved purposes, funding terms, and timelines.

3. External Funders, Grants & CAPEX Coordination

• Manage relationships with external funding partners, including corporate sponsors, industry partners, foundations, grant providers, equipment sponsors, and CAPEX contributors supporting academic, research, clinical, and institutional initiatives.

• Coordinate funding requests, approvals, disbursements, and utilisation monitoring for externally funded initiatives.

• Coordinate and support the preparation, review, and execution of Memorandum of Understanding (“MOU”) or Memorandum of Agreement (“MOA”) with external funders, sponsors, and partner organisations in relation to grants, sponsorships, or funding collaborations.

• Ensure all funding received for CAPEX, research, clinical, or academic initiatives is properly tracked and aligned with approved project scopes.

• Work with Finance and relevant departments to ensure proper accounting treatment, tracking, and reporting of funded assets and expenditures.

• Monitor and track the flow of funds, utilisation progress, and remaining balances throughout the lifecycle of each grant or sponsorship.

• Where funding has not been directly disbursed to the University, initiate and coordinate formal disbursement requests to YJC, ensuring clarity on:

  • Purpose of funding

  • Amount requested

  • Timing and milestones

  • Supporting documentation and approvals required

• Maintain complete and accurate records of all YJC-related funding, disbursements, utilisations, and reporting obligations.

4. Financial Aid & Student Funding Administration

• Oversee the administration of student financial aid, scholarships, sponsorships, and institutional funding schemes.

• Ensure accurate assessment, approval, and monitoring of student funding in line with approved criteria and funding availability.

• Serve as an escalation point for complex or sensitive student funding matters involving sponsors or external parties.

• Ensure clear communication and coordination between students, sponsors, and internal departments.

5. Financial Monitoring, Reporting & Controls

• Monitor funding utilisation, balances, and commitments to ensure funds are used efficiently and within approved limits.

• Prepare periodic reports for Management on:

  • Funding received and disbursed

  • Utilisation status and variances

  • Outstanding disbursements and future funding requirements

• Ensure proper reconciliation between funding records, student accounts, project expenditures, and the general ledger.

• Support internal and external audits by providing documentation, explanations, and funding utilisation evidence

• Provide management with insights and recommendations on funding sustainability, utilisation trends, and potential funding gaps.

6. Risk Management & Compliance

• Develop, implement, and periodically review the Education Group Funding Policy to govern the management, utilisation, and monitoring of grants, scholarships, sponsorships, and external funding across the University and the colleges.

• Identify financial, operational, and compliance risks related to grants, sponsorships, and funding utilisation.

• Implement appropriate controls and governance frameworks to prevent misallocation, overspending, or non-compliance with funding conditions.

• Ensure segregation of duties and proper approval structures are maintained across all funding and disbursement processes.

• Ensure that all funding utilisation complies with institutional policies, sponsor requirements, and regulatory obligations.

7. Systems, Process Improvement & Collaboration

• Oversee funding-related workflows within finance and student management systems.

• Identify opportunities to improve visibility, tracking, and reporting of grants and sponsorships.

• Collaborate with Strategy & Partnership, Finance, and Academic units to improve funding governance and execution.

Support cross-institution coordination to ensure consistent funding governance across the University and its affiliated colleges.

8. Team Leadership & Oversight

• Lead and supervise Financial Aid & Funding team members.

• Ensure the team has clear guidance on sponsor requirements, grant conditions, and reporting standards.

Drive professionalism, accountability, and accuracy in all funding-related activities.