AddressThe Portfolio Management Office (PMO) Analyst will be responsible for the day-to-day management of PMO processes and activities, the development and maintenance of robust reporting within the APAC PMO and will be involved in the continuous improvement of Professional Services teams' performance and practices by mentoring and coaching the Professional Services and other team members on the application of project governance and other project processes and practices.
This position offers a rewarding opportunity for a 6-8 month contract, providing candidates with a valuable and focused experience within our dynamic team
The successful applicant will bring superior Excel and reporting/data visualisation skills, and experience in developing and maintaining robust processes and procedures within a PMO. They will support programme governance activities and act as the day-to-day driver for key programmes, ensuring governance processes and documentation are completed correctly and consistently across the Professional Services Team.
Principal Job Elements & Responsibilities:
- Take on responsibility for the production and maintenance of reports using existing tools to support the achievement of the Professional Services business plan
- Proactively support and encourage programme governance and controls
- Liaise with cross functional teams and across borders
- Understand and develop the demand and supply of the Professional Services, FTE in the organisation
- Actively work to streamline, automate and enhance reporting and project processes and tools
- Provide high quality execution of administrative tasks
- Develop excellent working relationships with all individuals within the team, whilst exerting authority with respect to individuals' compliance where it affects governance and reporting
- Lead Portfolio Reviews and other key meetings and workshops, documenting actions and ensuring progress
- Monitor compliance with completion of necessary project governance documentation and information for reporting by managers and highlight any issues as appropriate
- Ensure that timesheets are completed on time and accurately, liaising with individuals, line managers, Finance/IT teams as necessary to resolve issues and queries
- Take a lead role in the implementation of new initiatives within the PMO, including the introduction of new processes, procedures and accompanying IT solutions as required
- Maintain and update existing documented processes and procedures, as well as creating new documentation where required
- Produce and maintain workflow, instruction and checklist documentation to support the PM Source of Truth document
- Be the first point of contact for project and reporting related queries, answering effectively or routing them as appropriate
- Make presentations within management meetings to communicate new reports, operational issues and processes and procedures
Core Competencies:
- Communication & Relationship Building - the ability to communicate effectively and develop relationships with colleagues is very important. Successful candidates must be able to demonstrate effective communication, both orally and in writing, with colleagues and customers including the provision of updates and appropriate reports, escalating issues internally
- Team Player - will need to be a team player who enjoys working in a team environment and working with others to solve issues
- Problem Solving & Decision Making - gathers, verifies, and assesses all appropriate and available information to gain an accurate understanding of situations at pace. Considers a range of possible options, evaluating evidence and seeking advice where appropriate. Makes clear, timely, justifiable decisions, reviewing these as necessary. Understands the timeliness of decision making and problem solving and follows through to get the right outcome
- Well organised - good time management and ability to prioritise, able to effectively manage multiple project / programme activities simultaneously. Highly value accuracy, timeliness and understand the importance of completion of the administrative tasks that the role requires
- Understanding RLDatix - aware of RLDatix strategies, policies, and procedures. Aware of how the organisation operates and how the APAC region fits within that.
- Portfolio Management - gain a good awareness of the current status of the APAC Professional Services portfolio and ensure that the relevant stakeholders are able to tap into this information easily
- Innovation, Flexibility and Adaptability - undertake tasks with a positive attitude and respond well to management and colleague requests. Must be prepared to meet business goals and respond well to change.
Skills, Knowledge, Qualifications and Experience:
- Excellent command of formulas and functions within Microsoft Excel, including Pivot tables, VLOOKUP, INDEX, MATCH, DSUM, SUMIF
- Experienced user of MS Project, Smartsheet and MS Office toolset in general
- Experience working with data cleansing and manipulation
- Understanding of project delivery and acceptance processes within a fast-paced business environment desirable
- Demonstrable capability for problem solving, decision making, sound judgment, assertiveness.
- Excellent oral and written communication skills as well as excellent presentation skills with ability to conduct presentations comfortably to groups of 30 or more and senior stakeholders
- Strong relationship building and interpersonal skills.
