Job Description. No of Direct Reports : 0. Titles of Direct Reports: varied number in seconded project team. Budget Responsibility (direct) :

Transcription

1 Job Description Job Title : Department : Project Analyst Portfolio Management / IT Reporting to (Job Title) : Portfolio Manager No of Direct Reports : 0 Titles of Direct Reports: N/A Size of Department: Budget Responsibility (direct) : 4 permanent in central Portfolio Mgt team, varied number in seconded project team Nil Revenue Responsibility (direct) : Nil Date of issue: 04/05/18 Issued by (name): Jessica Richardson Overall Purpose of Role : The overall purpose of the role is to support Project and Programme Managers in coordinating, communicating, aligning, managing and controlling programme activities. The role will have responsibility for maintaining key programme processes and controls, such as planning, risk and issue management, cost and resource tracking, dependency management, action tracking and managing change. The role will also provide administrative support to Steering Groups and to the programme teams for programme travel booking and other logistics. This is a 12 month fixed-term contract, line managed by the central Portfolio Management team but seconded to the programme, where day-to-day management will be provided by the Programme Manager. The role will be based in Southampton. Page 1 of 6

2 Main Activities and Responsibilities Management Control Supports adherence to project and portfolio governance and control processes. Supports the preparation for stage gate reviews and other assurance activities. Supports the creation of project plans. Works with team members to establish progress against plan and updates the project plan to reflect this. Alerts stakeholders/team members of impending milestones and follows up deliverables when overdue. Supports the maintenance of a central project repository for templates, models, reports and other project documentation. Identifies opportunities for continuous improvement. Supports the production of key project reports and Steering Group packs. Supports production of the PMO progress report. Supports the tracking of progress towards approval of deliverables. Logs project and contractual change notifications and monitors progress of these through the approval process. Logs project schedule, scope and resource changes. Supports process review sessions or lessons learned reviews and logs lessons learned from these. Resource Management Helps maintains accurate data on resource management tools for time recording and provides reports to support approval of time sheets. Supports the forecast of workload levels based on schedules of project inputs and activities and highlights any resource capacity issues. Supports the production of views of capacity for people, environments, and impact of changes to ship and shore for that project. Liaises with PMO to keep capacity and change load data in line. Supports recruitment processes for project resources. Books project travel (including flights, transfers, cabins, accommodation etc), ensuring the most cost effective methods are used at all times and are in line with company policies. Supports other projects logistics, including shipping and landing of hardware or other peripherals. Support inductions on the project governance framework for new resources within the project, including use of tools. Provides other administrative support to the project as required, such as booking meetings, maintaining NDA lists, controlling access to information, organising project events etc. Financial Management Helps track project spend and supports monthly reforecasting of project expenditure. Tracks the spend in line with agreed process, including raising and tracking Purchase Orders and receipting invoices. Supports ad hoc cost analysis and modeling activities and the identification of spend anomalies within monthly Finance reports. Page 2 of 6

3 Supports the provision of regular reports for monitoring the financial performance of the project. Supports the development of common project data and reporting templates, both utilising existing reporting conventions but also supplementing these with other additional reports as required. Supports financial modeling activity for project related business cases. Risk and Issue Management Supports the creation and maintenance of the project risk register and issue log. Chases actions for risk mitigations and issue resolution. Updates the risk register and issue log at least monthly. Supports the logging and tracking of key dependencies. Governance Provides administrative support to governance meetings. Maintains logs of actions, decisions and assumptions and follows up on these. Supports the adherence of the project to corporate, legal, ethical standards. Supports the implementation and continuous improvement of agreed Project Support services Stakeholder Management Supports the maintenance of project stakeholder engagement plans and communication plans. Supports the chasing of actions on the stakeholder engagement and communications plans. Is able to communicate the value of Project Support services and PMO services within the project. Ensures project support services provided match the needs of the project. Benefits Management Supports benefits mapping and planning workshops and writing up output. Helps project managers to capture and maintain baseline in reporting tools. Provides administrative support in the creation of business cases and benefits realisation plans. Supports benefits reviews and assurance activities and lessons learned on benefits management. Project Initiation Supports the project initiation process for any new projects within the programme. HESS Responsibilities Lead by example by taking care of the health and safety of yourself and others Report all accidents, near miss incidents and work related ill health conditions to your manager and to the Facilities department Page 3 of 6

4 Follow safety rules and procedures Use work equipment, personal protective equipment, substances, and safety devices correctly Take part in safety training & risk assessments and suggest ways of reducing risks Act safely in accordance with our safety behaviours General Responsibilities Adheres to Corporate Policies and Procedures, including Code of Conduct, Audit Procedures and any control related responsibility for financial data entered, stored, or reported via business systems within employees control (list not exhaustive). To undertake ad hoc duties as required. Other Features of Job (travel, hours of work, working conditions etc): Main place of work will be CUK Southampton Office Periodic travel away from the office e.g. ship visits may be required Out of hours work as required Location: Southampton Offices Page 4 of 6

5 Person Specification Job Title : Department : Project Analyst Portfolio Management Education, Qualifications and Training Degree or equivalent PRINCE2 (Foundation) or equivalent Desirable: P30 (Foundation) Experience Experience of working in a project environment in a project analyst role Able to demonstrate experience of implementing project processes and practices including (but not limited to) Budget analysis and control Planning Risk, Issue and Dependency Management Change Control Resource Supply and Demand Management Designing and producing reports and making recommendations based on strong analytical skills Experience of working collaboratively with a wide range of other business functions Work Based Competencies Knowledge and experience of Microsoft packages, including Project, Visio, Powerpoint, Word and Excel Strong communications skills, both written and verbal Understanding of the importance for detail and organisation Skill at managing stakeholder groups and balancing diplomacy and tact with assertiveness Very good prioritisation skills to balance key priorities Desirable: Knowledge of document management tools (e.g Sharepoint or Confluence) Knowledge of Jira Page 5 of 6

6 Behavioural Competencies Has a service ethos. Is engaged, passionate and shows understanding and commitment towards achieving goals and priorities. Understands the project s priorities and works to deliver these within the context of the organisation. Adopts an analytical and structured approach to problem solving. Challenges ways of working and comes up with new ideas. Communicates effectively and with confidence with different levels of management including senior managers. Has excellent interpersonal skills. Is highly motivated and self driving Is willing and able to work within a changing environment and adapt to new challenges and job requirements. Takes responsibility for raising issues and is committed to delivering to a high standard. Takes an active role in overcoming barriers and making change happen. Identifies non value add activities and seeks to influence, change or remove them. Page 6 of 6