Project Assistant (TSSSA) at Alstom

PURPOSE OF THE JOB:

• To support the project team with administrative tasks to ensure the project can proceed according to plan.
• Regularly write reports, attend meetings, analyze data, manage resources, create schedules, update and file documentation, and track progress toward milestones.
• Provide direction to project team members or assist them with their duties to meet deadlines.
• Use your knowledge of effective project management practices and organizational skills and work closely with managers to determine what they need and how they can contribute to the project's success.
• Be familiar with project management tools and office software to make  tasks more efficient and which will help the team to adapt to overcome challenges as they arise throughout the project.
• Documentation management for full project

KEY ACCOUNTABILITIES

• Involves ensuring team members can collaborate, work efficiently, and have the necessary tools to meet upcoming deadlines.

RESPONSIBILITIES / KEY ACTIVITIES

• Create timelines, milestones, and deliverables to contribute to effective project planning
• Sound knowledge of company policies and procedures including relevant reporting and administration procedures
• Sound knowledge of customer requirements
• Sound knowledge of quality control procedures
• Sound knowledge of reporting lines and escalation procedures
• Change control and claims procedure
• Corporate Governance
• Knowledge of  SAP would be an advantage  - to manage all PR Request for the Project Teams
• Sound knowledge of tender process & administration
• Customer & supplier service skills
• Following up on the progress of action items and other tasks and reporting to the project manager
• Supporting team members in completing their tasks to ensure they meet milestones
• Updating and organizing project files, such as meeting minutes and progress reports
• Using project management software to maintain charters and process flows
• Assisting in risk mitigation, identification, tracking, management, and resolution
• Scheduling meetings, conference calls, and project-related events with team members
• Observing the team's performance and providing detailed updates to the project manager
• Assisting in the preparation of project presentations and reports for senior managers
• Conducting research and gathering data to support project initiatives and encourage good decision-making practices
• Assisting the project manager with budgeting, logging expenses, and filing financial reports
• Facilitating communication among team members and liaising with the project manager
• Seeking opportunities for process improvements and making recommendations
• Writing and distributing project-related messages, such as memos and status updates
• Collaborating with cross-functional teams that include a diverse range of personalities and skills

EXPERIENCE PREREQUISITES & REQUIRED COMPETENCES

EDUCATIONAL REQUIREMENTS

MANDATORY:

• Bachelor's degree in business administration, management, or a related field.
• Courses in project management, organizational behavior, and business communication are particularly valuable.
• ERP - SAP
• Good command of software (word, excel, PowerPoint, Outlook)
• Company’s intranet travel bookings (Carlson Wagonlit)

DESIRABLE:

• Shorthand and typing

EXPERIENCE

MANDATORY:

• Basic knowledge of project management
• Flexible and the ability to multi task

COMPETENCIES & SKILLS

• Trustworthy / Confidential / Discretion
• Sense of urgency
• Autonomy, good sense of initiative and ability to anticipate and solve issues
• Quality rather than quantity service
• Reactivity
• Good relationship and communication skills
• Team-spirit and customer focused