PMO Administrator at PTP Intergrated

General Functions:

• Maintaining the distribution lists for the project concerned
• Setting up and maintaining the project on 24.7 Microsoft Project Online Platform
• Maintaining manual and electronic copies of project files in accordance with the PTPi PMO Master Records Index and File Plan
• Coordinating the logistical needs and needs of new staff members (on-boarding process)
• Scheduling meetings and workshops on request
• Consolidating information for project meetings, as requested by the Project Manager (Coordinate meetings, materials, presentations, and minutes, arrange schedule and maintain calendar of appointments, travel itineraries and other special events.)
• Distributing information to nominated persons
• Arranging social functions
• Taking telephone messages
• Negotiating with other Project Managers regarding requests for information
• Liaising with the Project Management Office (PMO) regarding the standardization of information, guidelines, etc.
• Maintain enterprise project documentation repository, including granting access and permissions to 24.7 Project Online, PowerBI, SharePoint, and other PMO Platforms.
• Maintain and distribute templates for schedules, project plans, cost estimates, etc.
• Ensures compliance with other corporate policies and guidelines.
• Ensures completeness and quality of documentation for projects.

MAINTENANCE OF THE PROJECT PLAN

•  Receiving project plan from Project Manager.
• Maintaining project plan - NB! Any changes to the project plan may only take place on the basis of an approved change request.
• Drawing up reports, e.g., Weekly Project Status Report and report of overdue work.
• Distributing status and progress report to the approved distribution list.
• Ensure personnel within organisation that work on projects understand the PTPi's project planning methodology and/or development methodology.
• Maintains master list of project resources (personnel / hardware / equipment) and coordinates resources between Project Managers.
• Maintaining of Project's RAID Logs, including Risk, Issue, and Continuous Improvement Register

FINANCIAL ADMINISTRATION

•  Keeping the project budget updated.
• Financial organization planning collecting and structuring data, prepare spreadsheets and reports.
• Providing financial reports (budget vs actual expenditure).
• Performing project accounting duties, contract administration, and other administrative responsibilities.

ADMINISTRATION OF CHANGE REQUESTS

•  Each team member has the template for a change request.
• The team member sends the change request to the Project Administrator
• Recording the change request in the Change Request Log.
• Allocating a number to the request.
• Arranging a meeting to discuss the request or add a permanent item to the agenda of the regular meetings for dealing with change requests.
• Preparing the documentation for the meeting.
• Updating the change request statement with the outcome of the meeting (e.g., approved, or first do an impact analysis).
• Updating the Project Plan after the request has been approved.

Qualifications/Skills:

• Any IT related qualification
• Project Management certificate (advantageous)
• 3+ years in Programme or Project Management Office
• MS Project suites
• Interpersonal Skills
• Able to multi-task
• Reporting and Presentation skills
• Excellent communication skills (oral and written)