Job Purpose

This role has the overall responsibility of setup and maintenance of a PMO functionality to support the delivery of projects; campaigns briefs etc, across the  business. To ensure the coherence of the overall programme, and develop and maintain the appropriate environment to support each individual project within it. To ensure the smooth overall management of projects within the programme (either specific development or ongoing support projects). To ensure deliverables are profitable, of professional and best practice standards, and delivered on-time. Ensure that completed projects deliver to the standards as defined and agreed by the business units of the client and company. To ensure that all project team members deliver to each of their specific tasks. Act at the primary project interface with the clients, at both project and business level.

Key Responsibilities

Programme/Project Management

• Set up of Project office, by creating the systems, processes, standards and documents for others to abide by. Refines the project coordination capability.
• Prioritizes and allocates available program resources; reviews and evaluates program and service delivery, makes recommendation for and executes changes in operations to ensure maximum effective service provision. Team(s) consist of adequately skilled individual in the positions identified. Ensure project life cycle management is entrenched and flexible to meet customer requirements.
• Oversee that the deliveries are method based and full project management methodologies are in place, including issues, change and risk management and frequent reporting.
• Planning, initiation, monitoring and control of projects to deliver quality services within budget and on time according to the respective Engagement Manager’s 90 day plan.
• Regular reviews with project team(s), regarding status of client projects, which highlight actions needed to ensure project objectives are achieved.
• Ensure they staff meet objectives within deadlines ensuring that all staff maintain accurate timesheets. Ensure cross functional dependencies of the various teams.
• Early recognition of the high-risk areas of a project, and efficient management of both development, and resolution of problems to ensure these areas are completed within the project life cycle.
• Project reviews to determine lessons learnt. Makes recommendations for improvement.
• Ensure sign off on all milestones before commencing the next phase of the project.

Management Information Systems

• Identify solutions for knowledge management
• Design and implement management information systems i.e knowledge management, management of databases, websites, communication, infrastructure.
• Manage the day to day interface with the various departments

Budgetary Management

• Leading strategic reviews of project performance, including cost models and client synergies.
• Monitoring of expenditure against agreed project and internal budgets, taking action where
• overspending is identified and presentation of business cases for additions/amendments to the budgets as required.
• Cost/profitability analysis prepared.
• Management of clients financial consideration in regard to enhancements or requirements over and above what have previously been agreed
• Develops and monitors the program’s budget; oversees financial well-being of the program by analyzing cost effectiveness and exercising cost controls; prepares, submits and justifies budget enhancement requests to the Division Director.

Planning and Reviewing

• Responsible for overall project management projects.
• Plans, organises and prioritises work in order to achieve one’s objectives Management of own time and tasks to ensure completion of work projects on time
• Support the business in requirements gathering and design of projects deliveries and plans.
• Create action plans when required, for problem resolution and solution amendment gaining acceptance from relevant parties and commitment to execute
•  Understand the business, process and technical requirements of the programme, to a level that ensures competence of understanding for each component.
• Programme Planning. All components of each of the sub-projects are accurately planned, and each sub-project is effectively aligned to deliver to the overall outcome.
• Monitoring of own work/tasks completion time.
• Each component of the sub-projects are measured and aligned/re-aligned to fit with changing business needs. Monitors and stays abreast of technological, legal and operational changes that affect the activities and work processes of the program; makes recommendations for and develops and carries out improvements to the program to meet changing requirements

Documentation and Administration

• Design and setup Project office i.e standards, methodologies, controls, templates, structure to ensure a simple and effective project management system.
• Design and set up controls and change control procedures to ensure that both clients and team members adhere to procedures when effecting enhancements or modifications to project.
• Establish a logging tracking, reporting, capability and tool sets.
• Effective time-sheet keeping, and management of team’s time-sheet keeping.
• Ensure all systems, documents and other files are consolidated on the LAN, and no later versions reside on PC. Ensure team members follow standard conventions for document/file storage, backups before enhancements.
• Develop and lead the constant review of business processes.
• Establish best practice, standards, processes and procedures to best enhance the efficiency of operations within the business relating to project management.

Influencing and Relationship Building

• Effective establishment and management of key relationships with clients, partners and vendors.
• Stakeholder expectations are managed
• Minutes are taken at every external meeting and distributed to the relevant stakeholders
• Gain customer loyalty.
• Lead presentations/meetings
• Ensure that contracts negotiated fully reflect the capability to deliver and support.
• Negotiating on points of dispute
• Contacting a customer to check satisfaction
• Offering professional advice,Defending a position

Skills/Qualification/Experience

• Graduate calibre
• Minimum 5 years experience in Project Management / Programme Management / Client management role
• Proven track record in a project management capacity