Description
PMO OfficerJob Description
Proficient in English + able to communicate in French and Dutch
Journey to the Cloud
The client is a major player in the utility market. This market is actually evolving from a commodity market to a service market where both digitalization and innovate services need to be elaborated. This makes our activity very challenging both on business and IT services.
The company's infrastructure comes to its « end-of-life ». Instead of only targetting the replacement of the obsolete I.T infrastructure, a program aiming at implementing an ambitious, realistic, future proof Data Center Operating Model has been started in September 2017. The current phase of the program consisting transition and transformation to the new target environment. This involves the migration of all the company's legacy applications and the modernization of the SAP landscape.
The new target environment will be based on public and private cloud and will be operated based on ITIL processes.
Considering the size and complexity of this program, our client is looking for a dedicated PMO to set-up and maintain project governance and to support the Program Manager in successfull delivery.
Assignment
The PMO Officer provides, as central point, information and guidance on standard Project Management practice and actively pursues the application of these standards within the project. He/she gathers, consolidates and prepares project information in order to support project management decisions and enabling effective and optimized project implementation.
in General PMO Tasks include
Financial administration
Monthly gathering of Actuals from different sources and merge into single view
Create ETC together
Maintain change log of financial risks and changes
Management of Meetings
Take minutes of meetings
Maintain Action Log and follow up of actions
Agenda Mgmt : determine and create concept agenda's based upon open actions, risk & issues
Schedule Management
Maintain MS Outlook functional mailbox & program calendar
Schedule meetings at program level with executive members , both of Luminus as well as service providers, either onsite meetings or online (via Skype)
Risk Management : maintain Risk Log and follow up of mitigations and measures
Scope Management maintain Scope change Log and follow up of mitigations and measures
Issue Management : maintain Issue log based upon decisions taken in multiple meetings
Decision Management : maintain decision log based upon decisions taken in multiple meetings
Stakeholder Mgmt
Maintain communication matrix of the stakeholders
Ensure communication is timely and correct for each stakeholder
Align with IT Communication
Facilitate communication events such as newsletters, broadcasts, Open House
Time Management
Weekly validation if all resources have booked their timesheets
Weekly update on Actuals based in project application Augeo
SharePoint Management
Provide access to Teams sites and SharePoint sites (4)
Maintain quality of all sites
Publish all reporting onto Teams sites
Publish all logs (risks, issues, scope, actions & decisions) onto Teams sites
Project Gates
Prepare Gating documentation, together with PM's (3 Gates for each project (11))
Reporting
Create & publish weekly program dashboard
Create & publish weekly executive dashboard
Create & publish weekly Program Team Meeting Report
Create & publish Monthly Steering Committee Report (2 different versions)
Create & publish Monthly IT Subcommittee Report
Deliverables / Product Breakdown Structure
Maintain weekly progress of PBS in XLS through # completed Products
Project Management :
Maintain weekly progress of Masterplan GANTT in MS Project through % completion per task
Create & publish weekly project plan progress dashboard (part of reporting above)
In general :
Capture, collect and consolidate project data to ensure correct and complete reporting.
Ensuring data quality, -consistency and coherence by performing checks. Actively pursuing complete and correct data input (e.g. Timesheet reporting, KPI input,…). Define actions to structurally optimize.
Turning data into information by performing data-analysis (variance, YTD, evolution in time, root-cause,…). Provide pro-active and comprehensive root-cause analysis.
Prepares messages and attention points to Project Manager: flags significant evolution, raises questions, figure data, pinpoints specific findings, escalates where needed.
Provide input and prepare presentation material and reports based upon central data (IT, STP, IT MC). Provides input for IT communication within Luminus. Prepare and support key project meetings (central PMO report, Steerco).
Actively promotes, supports and ensures project governance and project management practice defined.
Centralize management reporting by intelligent and efficient re-use of data sources and tools and development of standard reports or data sources to Project Managers, stakeholders and Steerco members. Align with central PMO on standard guidelines, practices and reporting.
Act in line with governance defined, checks and ensures or enforces processes defined (e.g. Gate approvals, documents required, budget increases,…)
Supports Project Managers and main data providers, explaining the processes, tools and practices in place.
Analyze lessons learned in CRM B2B delivery and propose improvement actions with the team.
Competences
Strong analysis skills, eager and driven to deliver quality
Proven experience in planning and reporting
Proven experience in project/ PMO environment
Good organized, able to multi-task
Correct communicator, able to interact with different levels in the organization
Correct and integer
Able to advise and convince people without hierarchical relation by empowerment
Independent, able to follow up his/her own tasks, self-starter
PMBOK & Prince 2
Strong knowledge in Office tools
Proficient in English verbal & written, able to understand French and Dutch
Background
University degree in exact sciences or has gained equivalent knowledge by relevant work experience
Analysis background, on quantitative data
Able to translate findings into comprehensive and clear messages at management level
General knowledge of IT
Understanding of/ Affinity with Finance type of figures