Manage and direct multiple medium to large-scale projects, in terms of strategic alignment, scope, risk, budget, quality and time.
Translate generalized customer business goals and objectives into concrete strategy and tactical plans.
Effective management of project portfolio governances.
Exercise judgment within broadly defined policies and practices.
Work effectively with internal and external clients, third party vendors, and senior management in accomplishing project objec¬tives.
Evaluate complex situations accurately and identify viable solutions that create successful outcomes for the customer.
Work closely with the Program Sponsor and Program Review Board to facilitate decisions necessary for program delivery.
Oversee effective project oversight and reviews to effect program success.
Develop and maintain "lessons-learned" inputs to the project repository for utilization on future programs initiated by the enterprise.
Resolve resourcing, budgeting and change issues affecting the program.
Serve as a mentor/advisor/decision-maker to project managers for the program for issues related to, client relations, governmental regulation, project quality, project risk, and safety.
Oversee development of proposals and requests for proposals associated with the program.
Oversee vendor relations and procurement related to the program.
Oversee execution and delivery of projects related to successful program execution.
Synchronisation of the project portfolio’s business benefits to original business case motivation
Management of Project Managers under the Programme.
Set up the programme and / or project office administration systems and document library.
Booking and preparations for project meetings, planning sessions, scoping sessions, workshops and any other meetings that the project manager might wish to call, via minuted meeting notifications
Attend Project meetings, in order to take registration and minutes, have them approved by the Project Manager and distribute them.
Act as chairperson at meetings when Project Manager is not available.
Following up with Project Managers to ensure weekly progress reports are handed in according to the agreed format and time, and collating into a Project report and redistributing these to the full team prior to the next Project meeting.
Creating and updating of the Project plans on Microsoft® Project.
Compiling of project progress flight plans.
Assist with carrying out resource levelling exercises for the project.
Keeping all team members informed of any scope changes, change control issues and updating the central project file immediately after the changes have been approved
Ensure sign-off of all relevant documents takes place, including the sign-off of deliverables.
Gather and maintain all Project financial information.
Assist with drawing up the risk matrix and update as and when required.
Assist with Creating and maintaining the issues log.
Follow up on and ensure that issues are resolved.
Document and maintain a list of all Project acronyms and terminology.
Assist in the business analysis process, gap analysis process and the documentation thereof.
Assist in the documentation of contracts, presentations, questionnaires, organograms etc.
Assist in the induction process when new members join the project team.
Adhere to prescribed Project Governance standards, templates and code of conduct.
Managing the scoping of the project. This includes timelines, budgets, resourcing, risks and contracts.
Designing and maintaining the project Key Performance Indicators (KPI’s).
Application of the project management processes within the PMI’s ten project management knowledge areas.
Adherence to X-Pert’s ISO 9001:2000 quality standards.
Determines project goals and priorities with management, program manager and/or project sponsors.
Selection of project team members.
May be responsible for one or more projects.
Negotiate the performance of activities with team members and their managers.
Coach to clarify assignments and deliverables; mentor others in project management practices; review quality of work and manages integration of team members' work
Co-create a project charter with the team, including the definition of completion criteria.
Manage and communicate a clear vision of the project's objectives, and motivate the project team to achieve them.
Organize the work into manageable activity clusters (phases)
Compile a complete and accurate estimate of a project; manage the financial and schedule aspects of the project: budgeting, estimate to actual variance, etc.
Prepare project plan and obtain manage¬ment approval.
Analyze risks, establish contingency plans and identify trigger events and mitigating actions. Gather stakeholder input and rank the project risks.
Report on progress to plan, cost reporting, and change control.
Analyze the actual performance against the plan and make adjust¬ments consistent with plan objectives.
Manage relationships with project stakeholders, including internal and external clients
Involve functional expertise and specialist PSO staff in design reviews and key decisions.
Manage change, to preserve business plan commitments; initiate review if objectives must change.
Establish and publish clear priorities among project activities.
Arbitrate and resolve conflict and interface problems within the project.
Manage day-to-day operation of the Enterprise Project Office and apply project management expertise to provide direction and leadership to the project teams and business stakeholders in order to achieve successful implementation of the strategic and operational projects.
Duties & Responsibilities
Provide direction and leadership to the Enterprise Project Office (EPO) by co-ordinating all work, allocating Project Managers and Project Administrators to projects, ensuring awareness of responsibilities and monitoring the overall progress and commitments to successful delivery of the EPO projects.
Manage the strategic aspects of projects to ensure alignment to organisational objectives.
Assist Project Managers and Project Administrators to address and resolve issues, risks and dependencies within and across projects, ensuring that appropriate escalations and contingencies are applied.
Provide specialist guidance to the project team, particularly on project methodology, policies, tools and project governance requirements.
Prepare current and accurate forecast of costs, cashflow, timelines and resource requirements and agree with the relevant governance structures (e.g. Head of Business Change, CIO, Priority Committee (PriorC), Project Boards, etc).
Provide administrative and project reporting functions to the Priority Committee.
Monitor compliance to the agreed baselines for the EPO requirements and on projects.
Develop and maintain an up-to-date and consolidated Capacity plan for EPO projects, based on current and future demand for project resources.
Participate in the procurement of external project resources/services (including contract negotiations between the Company and external suppliers).
Implement appropriate management controls, governance and reporting against project budgets to enable appropriate decisions by relevant stakeholders.
Establish and maintain up-to-date summary dashboard on all EPO projects and operational initiatives and provide quality feedback to PriorC to improve Project Governance and Decision Making
Monitor, and provide governance and reporting on the implementation of EPO project budgets, escalating relevant issues to the appropriate governance structures on time.
Promote a project management culture within the organisation by coaching and advising colleagues and business customers on use of Project Methodology and Tools.
