PMO Administrator

2 weeks ago

Johannesburg, Gauteng, South Africa Boardroom Appointments Full time

Responsibilities:

  • Ensuring all information and documentation is processed, maintained, monitored, and filed.
  • Schedule training classes to advance the skills and capabilities of project managers
  • Coordinate the collation of reports and produce summary reports and packs.
  • Maintain risks, actions, issues, change and dependency registers.
  • Distributes information to project team members, PMO staff members and other stakeholders in the workplace who are or will be affected by the PMO's projects
  • Oversee the establishment, creation and distribution of portfolio reports.
  • Responsible for presenting status information for all projects to leadership teams. Reports project status and health, resource availability, cost management and performance metrics.
  • Developing, implementing and updating resource allocations plans (other than finance) needed for projects and/or programmes and/or portfolios, taking account of availabilities and scheduling
  • Identifying and monitoring project and/or programme and/or portfolio risks (threats and opportunities), planning and implementing responses to them and responding to other issues that affect projects and/or programmes and/or portfolios
  • Working knowledge of Preparing and maintaining schedules for project and/or programme and/or portfolio activities and events, taking account of dependencies and resource requirements
  • Maintaining governance arrangements for the delivery of projects and/or programmes and/or portfolios, defining clear roles, responsibilities and accountabilities, that align with organisational practice
  • Coordination and arrangements for project related Travel
  • Providing a comprehensive administrative service, including assisting in setting up workshops, meetings, taking minutes, chasing actions, arranging travel, arranging quotations and purchases, and managing adhoc queries.
  • Works with training providers and processes payments against invoices received
  • Maintain systems for recording costs, timesheets, purchases, and expenses.

Qualifications:

  • Bachelor's Degree in IT related fields

Experience:

  • 35 years' experience in It related field
  • 5+ years' experience in program / project management

Tools:

  • Prior experience with MS project, and other project management portfolio e.g. Microsoft dynamics, Power PPM or similar

Certificates:

  • Certifications preferred but not required (PMI/CAPM or PMP, PRINCE2)

Technical & Functional

  • Proficiency in project management methodology, tools, and templates (includes project planning, schedule development, scope management and cost management)
  • Knowledge and use of industrystandard management methods, tools and techniques, budget templates, communication plans, status update reports, etc
  • Formidable team working skills across matrixed client, supplier, and geographically dispersed virtual teams
  • Instrumental in the use of IT methodologies, processes, and standards for project management (e.g., MS Project Server)
  • Experience in delivery that includes the use of external supplier and offshore resources

Behavioural & Leadership

  • Able to work independently
  • Maintains a productive climate and confidently motivates, mobilizes, and coaches employees to meet high performance standards and goals
  • Formulates effective strategies consistent with the business and competitive strategies, examines policy issues and strategic planning with a longterm perspective, determines objectives, sets priorities, and anticipates potential threats or opportunities
  • Oversees, guides, and evaluates activities of full team
  • Management skills to manage more than one large program and complex projects simultaneously
  • Effective communication and interpersonal skills (including difficult negotiation)
  • Excellent written and verbal communication skills must be able to communicate fluently in English both verbally and in writing
  • Demonstrating the level of maturity to manage and lead by example and communicate effectively with business executives (often VP and SVP)
  • Identifies what needs to be accomplished and takes action to achieve a standard of excellence beyond job expectations
  • Understands, embraces, and integrates company corporate values into everyday duties and responsibilities
  • Identifies and responds to current and future needs by providing excellent service to internal and external customers
  • Promotes a safe work environment for coworkers and customers
  • Resourceful collaborator that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization

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