PMO Administrator at NTT Ltd.

Key Roles and 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.

Knowledge, Skills and Attributes:

• 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

Academic Qualifications and Certifications:

• Bachelor's Degree in IT related fields
• 3+ years' experience in It related field
• 2+ years' experience in program / project management
• Prior experience with MS project, and other project management portfolio e.g. Microsoft dynamics, Power PPM or similar
• Certifications preferred but not required (PMI/CAPM or PMP, PRINCE2)