Description
PMO Analyst/Project Coordinator is required by my client.
MAIN PURPOSE OF JOB
This role will be responsible for carrying out the planning, scheduling, task management, co-ordination and reporting to support the next phases of the finance systems implementation project.
KEY RESPONSIBILITIES
Planning:
- Updating the project timetable based on discussions with the project team, software partners and internal stakeholders
- Producing a rolling weekly plan, including key tasks, deadlines and milestones, with an owner assigned to each
- Ensuring that outstanding items in the project task list are reflected in the project timetable and weekly plan
- Assessing the realism of the project timetable based on scheduled activities and the resources available
Scheduling and resourcing:
- Securing and scheduling consultancy resource from software suppliers, aiming to schedule two months ahead where possible
- Scheduling Meetings with:
- the project team
- ED Corporate Services
- Finance Management Team
- The Executive Leadership Team (ELT)
- other internal stakeholders
- software partners
- other third parties
Task Management:
- Capturing tasks, questions, decisions and issues and adding to the project tasklist. Sources for tasks include emails, meetings and notes captured by project team members.
- Ensuring that tasks have an owner, deadline and importance rating
- Reviewing and updating the project tasklist on a daily basis and re-prioritising as needed
- Updating project statistics and charts based on the tasklist
- Chasing overdue tasks
- Ensuring key tasks are captured in the rolling weekly plan
- Overseeing the User Acceptance Testing (UAT) schedules: monitoring progress, following up on outstanding items and producing statistics
Documentation and reporting:
- Producing project documentation based on information provided by team members: including requirements specifications, decision documents and system documentation
- Preparing the fortnightly project update for the project team, ED Corporate Services and Finance Management Team.
- Preparing monthly updates for the Finance team
- Preparing quarterly updates for the Finance Committee
Budgeting and contracts:
- Raising purchase orders, reviewing and approving supplier invoices
- Monitoring actual vs planned spend and querying variances
- Inputting to reforecasting exercises
- Reviewing supplier contracts and ensuring compliance with the Procurement and Contracts policies
Communication:
- Attending project meetings and ensuring strong lines of communication, particularly between the project team and the Finance team
- In co-ordination with the Comms team, producing written communications for internal audiences: the Finance team, ELT, Finance Committee, key internal stakeholders and the wider staff body.
Risk management:
- Updating the project risk register including adding new risks as they arise
- Monitoring progress in managing project risks
- Flagging risks that are not being sufficiently managed or are emerging
This is an fantastic opportunity to secure an initial 6 month contract role on a new project and will suit an experienced PMO/Project Analyst who has previously worked between Finance and IT projects. Please send your CV in the first instance and if relevant you will be called with full role and company information.