PMO Administrator

Responsibilities:

• Ensuring all information and documentation is processed, maintained, monitored, and filed.
• Manage and control documents, such as form templates, meeting minutes, reports, plans and schedules. Ensures only the latest versions are available for use by PMO team members. Properly controlling revision. The administrator also manages the office's document management software application to keep the content organized and user-friendly.
• Manages the office's document management software application to keep the content organized and user-friendly.
• Schedule training classes to advance the skills and capabilities of project managers
• Co-ordinate 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 ad-hoc 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:

• 3-5 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 industry-standard 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 long-term 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 co-workers and customers
• Resourceful collaborator that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization