Senior PMO (Project Management Office) Administrator at The Coca-Cola Company

Job Description    

• Coca-Cola Beverages Africa (CCBA) presents an exciting opportunity for an experienced Senior PMO Administrator, to join the CCBA Information Technology team. The successful applicant will be reporting into the PMO (Project Management Office) Manager. This mid-level management position, supports the Programme, Portfolio and Project Managers, and will concentrate on delivering IT projects by executing the following responsibilities. This position should preferably be based in South Africa, but the service they provide will extend to all CCBA entities throughout
• Africa.
• The Senior PMO Administrator, contributes to the successful completion of current projects being overseen by the Project Management Office. This employee assists in the execution of portfolios, programmes, individual projects and enhancements and all IT Demand items by taking responsibility of all the general administrative requirements in the PMO.

Key Duties & Responsibilities    

• Managing a calendar, coordinating dairies and scheduling regular and recurring PMO meetings
• Capturing, creating and coordinating the distribution of the agendas and minutes / action logs for specific meetings.
• Creating and maintaining lists of project stakeholders (including external parties) contact information for all current projects.
• Preparing and distributing communication for the project teams’ team on behalf of the PMO Manager.
• Managing and maintaining the documentation repository for the PMO on MS Teams.
• Creating accessible repositories for project documentation for each project.
• Compiling and distributing project update communication for all team members.
• Assisting with the compilation and the regular updating of the project register of current projects overseen by the PMO Manager
• Logging of approved demand onto PMO management tool.
• Keeping track of the projects associated with specific portfolios and programmes.
• Creating a schedule of project meetings (project calendar) and agreeing preferable times and dates with stakeholders, together with the project managers.
• Keeping and updating a leave schedule for all project related resources and recording and keeping track of time off for illness or other reasons.
• Timesheet tracking and reporting.
• Assisting with tracking tasks and deliverables for smaller projects and enhancements.
• Obtaining regular updates from portfolio, programme and project leads on project progress, changes to deadlines and project dependencies and updating PMO documentation accordingly.
• Assisting with the compilation and tracking of the detailed PMO budget and updating it where required.
• Contacting service providers and vendors to obtain quotes for project management services on request from the PMO Manager.
• Assisting the project, programme and IT finance manager with the administration and reconciliation of the project finances where required.
• Collecting, storing, and distributing the contact and personal details of all new project managers contracted by the PMO.
• Undertaking the onboarding of new contract resources into the PMO and CCBA and providing them with relevant information, templates and contact lists.
• Ensuring access to all required CCBA and PMO tools, systems and platforms.
• Receiving, collecting and recording contract resource timesheets.
• Collecting project, programme and portfolio data.
• Preparing and updating regular project, programme and portfolio graphs and reports.
• Preparing, editing, and reviewing presentations for the PMO Manager
• Sharing general team news and information that may impact the activities of the project teams.
• Acting as expert on all PMO tools and systems and providing training and support to PMO users.
• Answering and dealing with questions from team-members.
• Managing travel arrangements for members of the PMO team.
• Ordering and distributing supplies when necessary.
• Ensuring venue bookings, refreshments, and available equipment for project meetings.
• Managing document sign-off and approval with all different stakeholders when required.
• Regularly meeting with IT colleagues to identify, agree and prioritise IT project priorities.
• Meeting regularly with the PMO team members and his/her manager to report progress, raise issues and brainstorm solutions.
• Attending team meetings and workshops and contributing ideas and comments.
• Preparing and delivering updates and reports as required by executive management and the business.
• Continuously developing his/her own competency through attending training programmes, self-study, reading and networking with internal and external peers.
• Supporting team members and collaborating by clearly communicating expectations, progress, constraints, and resolutions.
• Contributing to the shared knowledge of the team by sharing insights, understanding and experiences.
• Supporting internal improvement initiatives within the IT department to ensure continuous business improvement.
• Performing required administrative requirements such as reports, time sheets, leave requests, performance progress feedback and general requests.

Skills, Experience & Education    
Qualifications:

• The minimum qualification required for this job is a matric (Grade 12).

Other Certification (At least four, including ITIL):

• SAP Procurement
• Administration certification in Minute Taking or Report Writing advantageous
• Higher Certification in Project Management
• National Certificate: Project Management
• IPMO - Foundation Level Certification
• Dashboards for PMOs and PMs
• PMI Scheduling Professional
• PMI Risk Management Professional
• PMOs in an Agile Environment
• ITIL Foundation

Experience:

• 5 to 8 years of relevant experience in an Information Technology or Project Management environment with at least 5 years focused on project management and PMO administration.

General    

• The advert has minimum requirements listed.
• Management reserves the right to use additional or relevant information as criteria for short-listing.