Project Portfolio Controller

4 months ago

Durban, South Africa Vopak Full time

Durban
Projects
40 hours

**Description of**
**this vacancy**:
**Purpose of Position**

The Project Portfolio Controller (Sustaining Capex), will be required to provide an efficient and responsive administrative, organizational and logístical service to the Sustaining Capex Project team. The Sustaining Capex Project Portfolio Controller will be responsible for providing Project Control and Technical Capex administrative function with a key focus on the Oracle Cloud System and Principal Toolbox (PTB).

To support the Sustaining Capex Project Portfolio with reporting over projects portfolio in order to execute the projects within budget and schedule as well as project governance reporting to the Finance Manager.

**Tasks & Responsibilities**

The Task and responsibilities of the Project Portfolio Controller (Sustaining Capex) includes:
**1. Project Control (Sustaining Capex Portfolio)**
- Lead Project Control for the Capex team by:

- Prepare (or liaises with Contractor Project Control department) on cost estimates, expenditures forecast and schedule in terms of forecast/planning and actuals
- Report to the Sustaining Capex Portfolio Manager and respective Project Managers any deviation from the approved investment proposals, with respect to project scope, market conditions, financial and operational changes and any other deviation from the economic evaluation of the business case, investment proposals, operational costs and revenues, scope of the project and cost estimates
- Review and advise on variation claims
- Perform project expenditure analyses and prepares advices for and discusses advices with the respective Project Manager
- Provide input to Finance on the project funding including cash flow forecasts, exposures and bank relations and ensures effective cash-management
- Ensure together with the Project Managers, compliance with the VPM procedure;
- Ensure compliance with project related authorisation items like placing commitments, scope change approval, additional works, and use of contingency.

**2. Monthly and Periodic Project Reporting**
- Responsible for STIP performance reporting and accurate forecasting, management of financial risks and project carry overs,
- Monthly Capex Project Portfolio reporting (Local and Global Reporting; monthly reports for PTB and Global Portfolio Cost report)
- Chair and lead monthly Capex performance meetings on Local and Global reporting level using standard templates
- Prepare the forecasting or reviews those prepared by the individual project team members. This includes both cost and schedule forecasting
- Facilitate meetings / discussions with Project Managers regarding forecast to complete / works remaining / unforeseen events materializing / potential changes etc.
- Arrange monthly meetings with finance for alignment of costs in WIP and Tagetik

**3. 3YMP Planning and Budget Cycle Preparation**
- Planning and Development of Annual Budget Cycle preparation
- Input to the development of the 3YMP planning Tool
- Maintain and input budget data into TYMP Budget Tracking Tool
- Supports the provision of input and monitoring of the capex budget, providing budget cycle support project reporting
- Quality review of Budget Tracking Tool with key focus on spend forecast, cost accuracies, spend distribution and carry overs

**4. Technical and Capex Administration**
- Lead function for the Sustaining Capex team by:

- Raising and tracking of PR's in OCS for Project Managers and Construction Managers as well as close out the work orders;
- Request quotes from suppliers to assist with preparing estimate to go into VPM document from SOW or verbal or written request
- Review Framework Agreements if suppliers or contractors have current agreement in place or else waiver is required / comparison of quotes required
- Review quotes against agreed rates if framework agreement in place
- Key User for the OCS System (Compliance Champion for OCS and PTB)
- Create Project and update budgets in OCS from approved VPM
- Creating baseline and working budgets
- Point of contact for budget-related invoice queries and budget shift requests through Finance department
- Receipt invoices in OCS and obtain approval of invoices received for payment processing or liaise with suppliers / contractors regarding issues. Execute the verification, detail review and validation of the incoming invoicing approval process according contract / PO conditions and agreed progress
- Ensure Asset Capitalisation year end is finalized
- Support and challenge project managers with financial forecast, resource planning and scheduling
- Analyse cost development and completeness of costs on the projects
- Hold monthly meetings with project managers to assure correct reporting
- Work in cooperation with Project planners to integrate planned activities forecasts into PTB
- Maintain and develop the project management system
- Maintaining and development of new reports / modules / functionalities / templates
- Master d

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