PMO SPECIALIST | IoT.nxt

Job opening:
PMO SPECIALIST

Role: PMO SPECIALIST

Department: Professional Partner Management

Location: Centurion, Pretoria

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Job Title / Reporting to:

The PMO Specialist will be reporting and a second in command (2IC) to the Head of PMO within Programme Management Group (PMG). The role is in Centurion, Pretoria and currently a hybrid role (office and work from home).

Job Purpose:

The PMO Specialist’s role is to support multiple project portfolios (with respective projects) delivered on time and on budget. The PMO Specialist works with the programme/project managers, and the project team to ensure improved portfolio performance. The role is to be a project expert, supporting the PMO, making sure that the project methodology is understood and implemented correctly.

Summary of key functions and duties:

  • Provide administrative and management support to the PMO.
  • In collaboration with the technical trainer, develop and deliver project management training.
  • Provide project management reporting and compliance.
  • Support project management communication and events.
  • Be the Subject Matter Expert of all project management tools, related system administration functions and associated processes (i.e., Super User).
  • Play a relationship manager role between PMO and the functional areas supported by the office.
  • Ensure project repositories are up to date and governance compliance is executed aligned to governance audit cycle/s.
  • Own steering committee directives.
  • Own enterprise risk register and related management thereof.
  • Perform other PMO duties as required

Key Result Areas:  (Major Accountabilities)

Provide administrative and management support to the PMO  
  • Draft and/or update project management governance documentation, including related policies, standard operating procedures, and terms of reference for different governing committees
  • Provide continuous improvement advice to the PMO on project management methodology, as well as issues that may impact the achievement of strategic programmes and projects (Waterfall and Agile).
  • Provide specialised advice for the development, implementation, and evaluation of the strategic projects in alignment with project management best practices and the approved PMO framework and methodology.
  • Actively interact with project stakeholders to confirm completeness, approval, and dissemination of project governance documentation.
  • Maintain and update as required the project management tool (Super User).
  • Provide administrative support in Programme Management Group (PMG) meetings, draft meeting minutes and summaries as required.
  • Assist with project documentation reviews as required.
  • Ensure Portfolio Playbooks defined and managed.
Develop and deliver project management training
  • In collaboration with the technical trainer or other departments, assist develop training materials, such as manuals, guides, and training videos for project management methodology, Microsoft Project Online, and Project Management Tool/s training.
  • Provide training and guidance to the project teams and other PMO stakeholders on project management methodology, governance, best practices and the use of templates, standard reports, and tools.
  • Ensure smooth on-boarding of new Project/Programme Managers
Provide project management reporting and compliance
  • Define requirements, design, develop and maintain reports and dashboards with general project information, project status and compliance.
  • Monitor and analyse project progress and compliance, and proactively advise management of deviations, risks and issues.
  • Engage with project stakeholders to discuss status of new and ongoing projects and provide updates of risks and issues; discuss and follow up on the agreed risk mitigation and issue resolution; provide project assurance.
  • Work with Programme/ Project Managers to ensure the Steering Committee packs are packaged correctly, submit packs within parameters as prescribed in Terms of Reference and general administration from such committees is complied to.
  • Design surveys, undertake data collection, analyse information, and produce reports outlining problems, conclusions, and trends – for improvement of PMO operational matters.
Support project management communication and events
  • Coordinate, moderate and prepare material for workshops and other events on project management, compliance with the approved PMO framework, methodologies, and tools. Prepare and preserve records of such events.
  • Update the PMO website/Playbook with approved content and remove obsolete content.
  • Communicate and engage with project stakeholders and agree on action plans to manage process changes to improve project management practices and tools.
Impact of results
  • Informed client senior management and other PMO stakeholders able to proactively take action on projects that may be at risk or that are being impacted by internal or external factors, to ensure that the projects remain valid and under control, at all times.
  • Reduced duplication of efforts and better coordination between projects, programs and portfolios within IoT.nxt
  • Project documentation is available and stored for longer term access, including to inform lessons learned that may help guide new projects, as well as support evaluations and audits.
  • Project execution is continuously improved.
  • Plans and roadmaps for expanding knowledge of the PMO.

Education, Knowledge & Skills:

  • Relevant 3-year degree (NQF level 7)/ diploma (NQF level 6), preferably in IT Project Management qualification or equivalent.
  • Project Management Qualification (PMP preferred).
  • 5 -8 years' experience as a Project Manager and PMO Specialist.
  • Solid experience on both Waterfall and Agile project delivery methodologies.
  • Advanced MS Excel, MS PowerPoint and BI (Business Intelligence) knowledge and skills.
  • Analytical thinker with high attention to detail.
  • Good interpersonal and communication skills.
  • Self-management and self-motivation.
  • Able to work to tight deadlines and under pressure.

Competencies:

  • Develops workable implementation plans.
  • Communicates changes effectively.
  • Builds commitment and overcomes resistance.
  • Prepares and supports those affected by change.
  • Proactively identify risks and propose controls to address the identified risks.

Leadership:

  •   Exhibits confidence in self and others.
  •   Inspires respect and trust.
  •   Accepts feedback from others.
  •   Gives appropriate recognition to others.

Judgment:

  •   Displays willingness to make decisions.
  •   Exhibits sound and accurate judgment.
  •   Supports and explains reasoning for decisions.
  •   Includes appropriate people in decision-making process.
  •   Makes timely decisions.

Motivation:

  •   Sets and achieves challenging goals.
  •   Demonstrates persistence and overcomes obstacles.
  •   Measures self against standard of excellence.
  •   Takes calculated risks to accomplish goals.

Values and Behaviours:

  • We are honest and respect each other.
  • We challenge issues but honour commitments.
  • We believe that innovation is a way of life.
  • We have a passion to win; a freedom to fail; but only once for the same reason.
  • We take responsibility for our actions; we are accountable for achieving results and we take ownership of our mistakes.
  • We do the right thing for the right reason.
  • We are part of the solution, not part of the problem.
  • We are fearless with nerves of steel.
  • We believe in teamwork and partnership.
  • We are diverse yet united.
  • We are involved yet independent.
  • We believe in learning and continuous improvement.

Remuneration & Benefits:

  • Annual Salary CTC
  • Wellness Programs
  • Flexible / Remote Working

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