Portfolio Coordinator at Datacentrix

Job purpose:

• To support the Africa Operating Unit (AOU) Digital Services team with the orchestration of resources, governance, information, and PMO program & portfolio requirements. This involves monitoring project plans, schedules, work hours, budgets, and expenditures, organizing and participating in stakeholder meetings, to ensure those project & program deadlines are met in a timely manner. This role will be required to enable multiple projects across the IT Portfolio supporting the AOU on its Digital Transformation Journey.

Key responsibilities:

Area: Portfolio Coordination

• Maintains and monitors Portfolio delivery plans, project schedules, work hours, Organizing, attending and participating in stakeholder meetings
• Liaises with all AOU Digital Services LT members to ensure status reports are provided timeously
• Documents and follows up on important actions and decisions from meetings
• Establishes project cadence and ensures adherence thereof
• Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project
• Chairs and facilitates meetings where appropriate and distributes minutes to all project team members
• Coordinates budget activities, tracks expenditure, processes invoices and payments
• Manages project risks and issues as they arise and collaborates with senior business roles as required to resolve them
• Provides administrative support to AOU Digital Services LT members as required

Area: Document Management

• Managing and controlling project documents, such as form templates, meeting minutes, reports, plans and schedules
• Safeguarding version control to ensure project decisions are based on the most current information
• Administering the document management system to keep content organized and user friendly

Area: Communication and Reporting

• Distributing information to project teams and other stakeholders that are impacted by projects
• Prepares required presentation materials for meetings
• Oversees the establishment, creation and distribution of project-related reports, including project status, resource availability and cost management
• Collects data, updates reports and sends out communication to track and manage stakeholder information

Area: Budget Management 

• Manage and execute P2P process for run and project spend for the AOU Digital Services function
• AOU Digital Services Department Budget and Cost Management Reporting

Area: Stakeholder Management

• Maintain and build relationships with Finance and Procurement to support the Financial Management and Contract Management processes, respectively

Area: Governance

• Set governance standards, stage gates and artefacts to use across programs and projects based on the initiative classification
• Plan and execute project and program audits to ensure all governance alignment and PMO standard adherence to manage risk and responsible resource utilization

Understand the different project methodologies and should be able to support and champion a preferred methodology on a project
Qualifications:

• Relevant post-high school qualification essential (preferably in IT or Project Management)
• CAPM or other Project Management certification advantageous
• Agile related certifications advantageous

Experience:

• Minimum 5 years experience in a similar role, 8 years experience in the PMO space (Project administrator, project manager etc.)
• Experience working as a Project Administrator / Coordinator or Scrum Master / Project Manager on projects with small teams
• Experience in project management and business analysis
• Experience in coordinating supporting financial management processes
• Experience using project management tools such as MS Project, Azure DevOps, Jira etc
• Experience in Agile delivery approach advantageous – SAFe or Scrum

Competencies:

• Appropriate project management and/or business analysis training/qualifications are preferred (PMP/PMIBOK, BCS/ISEB diploma, IIBA certification, etc.)
• MS Office & DevOps
• Project Administration
• Project Coordination
• Business Writing Skill
• Problem Solving and Analytical Skill
• Attention to Detail
• Has worked in and feels comfortable with international, virtual, multi-cultural, multi-disciplined, and high-performance working teams.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Possess professional maturity, sensitivity with different cultures, and impeccable integrity.
• Commitment to Mastercard Foundation’s values and vision
• Ability to travel 20% of the time as required

Closing Date 12 May 2023