Senior Manager Project Management Office

Transcription

1 JOB DESCRIPTION Senior Analyst Project Management Office ROLE TITLE SECTION/DIVISION: REPORTS TO: DIRECT REPORTS (FTE): INDIRECT REPORTS (FTE): PRIMARY PURPOSE OF THE ROLE: Senior Analyst Project Management Office Operations Division, Project Management Office Senior Manager Project Management Office Nil Nil Provide support and contribute to the development and adoption of Universitywide project methodologies, governance, development of standards and tools. Provide analysis and coordination of portfolio level tracking against performance indicators, reporting and updates on schedule, deliverables, dependencies, budgets, risks, issues and benefits. The role actively contributes to a high performance team environment, provides excellent customer service and contributes to the identification of continual service improvement practices. ACCOUNTABILITIES: Engage and influence project stakeholders at all levels to ensure a common University-wide understanding of the principles of benefits management and their role and responsibilities in benefits realisation. Prepare materials and facilitate project stakeholders' workshops as projects are defined and as required during project delivery. Participate and support business case reviews by ensuring business case data is presented in a consistent and high quality manner across the University portfolio. Ensure compliance with the portfolio benefits management framework and verify there is no double counting. Assist in the annual development of a portfolio strategy and delivery plan, with specific regard to benefits management. Ensure the delivery plan is developed and updated and that benefits, finances, issues, risks, assumptions, resources, scope and timeframes are managed at a portfolio level. Be a key operational point of contact for the Project Management Office and provide coordination of activities for the optimum delivery to the University portfolio. Plan, schedule, monitor and report on activities related to the portfolio, report on portfolio status, and maintain an up-to-date benefits realisation plan. Collect, summarise and report on portfolio KPIs and identify issues with portfolio structure, cost, risk, inter-dependencies, impact on current activities; ensure required changes to the benefits management framework are escalated to the UOPMO Senior Manager. Ensure benefits are reported on to the end of realisation. Collect, summarise and report on portfolio KPIs and identify issues with portfolio structure, cost, risk, inter-dependencies, impact on current activities; ensure required changes to the benefits management framework are escalated 1

2 to the UOPMO Senior Manager. Ensure benefits are reported on to the end of realisation. Create and maintain benefits management documentation. Ensure benefits management methodology, practices, and operating procedures are clearly defined, kept up-to-date, and are communicated and accessible to all staff. Receive submissions of concept initiative proposals, and undertake post submission practices of the portfolio definition cycle as part of the development, and maintenance of a prioritised and balanced portfolio of change initiatives. Undertake initiative close activities including providing commentary at post implementation reviews to evaluate benefits realised against forecast and to identify lessons learned. Provide efficient coordination of key portfolio review meetings (e.g. monthly/quarterly) with senior leaders and stakeholders. Activities include: venues arrangements; catering (when required); production and circulation of agendas, supporting documents, minutes; drafting follow-up communications, tracking actions, and preparing reports and updating records from decisions. Ensure accurate reconciled portfolio financial information is completed and available on a timely basis to support monthly and other forecasting efforts. Proactively support the development of benefit management capability across the University. Identify and take up opportunities to raise staff awareness, knowledge and ability in this area, such as: produce and present benefit management tailored training; and coaching for programme and project managers. Develop and foster positive working relationships with key stakeholders, and the IT Projects Unit, Strategy Analytics & Reporting Unit, and Strategic Finance teams. Seek new opportunities to improve portfolio coordination and benefit management practices; facilitate knowledge flow for sharing ideas, and elevate group knowledge in respect of portfolio coordination and benefit management practices. Perform first aid and/or fire warden duties (if required). KEY RELATIONSHIPS: Internal Operations Division senior leadership team and managers IT Projects Unit, project managers and project sponsors Campus Development Projects Unit Property Services Asset Management staff Shared Services Performance & Delivery Unit IT Information Systems staff Strategy, Analytics & Reporting (SAR) Unit Finance staff involved with projects All levels of staff involved with projects External Project staff and related organisations 2

3 QUALIFICATIONS & EXPERIENCE: Essential Tertiary qualification in an appropriate discipline (Commerce, ICT, Information Management, MBA). 4+ years experience working in a similar role with a focus on project governance and benefits management. Proven experience in undertaking business case reviews; and analysing, interpreting and reporting on benefits management data. Experience working with, and influencing a diverse group of stakeholders and facilitating project stakeholders' workshops. Experience working with systems, e.g. updating and administering a project/or management system. Preferred Prince2 or PMP qualified. Better Business Case accreditation. Management of Portfolios (MOP) foundation accredited. TECHNICAL SKILLS AND KNOWLEDGE: SPECIAL REQUIREMENTS: DIRECT BUDGET ACCOUNTABILITY: HEALTH AND SAFETY: SUSTAINABILITY: Proficiency in the Microsoft suite of programmes; well-developed keyboard and word-processing skills. High degree of computer literacy and numerical data analysis skills - Advanced Excel. Understanding of complex projects and benefits management methodologies. Proficient in a range of data management, analysis and modelling software and systems. Nil Authorises minor expenditure from another person's budget in accordance with University financial delegations. Act and work in a manner compliant with current health and safety at work legislation and University procedures, frameworks and guidelines. Role model safe behaviour and practices, share the responsibility to prevent harm and contribute to a safe campus and work environment, including raising workplace health and safety concerns for self, students, visitors and other staff. Act in a manner consistent with the University s sustainability commitments; rolemodelling sustainable practices, with a particular emphasis on minimising the environmental impact of day-to-day activities. CAPABILITY FRAMEWORK:ILITY Capability Name Level Capability Group Capability Name Level Communicate Effectively Adept ENGAGE Commit to Customer Service Adept Work Collaboratively Influence and Negotiate Deliver Results ENABLE Plan and Prioritise Think and Solve Problems Demonstrate Accountability Display Resilience and Courage PERSONAL ATTRIBUTES Act with Integrity Manage Self Value Diversity 3

4 LANGUAGE AND CULTURE Te Reo Tikanga Māori Foundational 4

5 Engage CAPABILITY FRAMEWORK DESCRIPTORS Senior Analyst Project Management Office ENGAGE Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Communicate clearly, actively listen to others and respond with respect Provide customer centric services in-line with the University's and organisational objectives Collaborate with others and value their contribution Gain consensus and commitment from others and resolve issues and conflicts ADEPT ADEPT INTERMEDIATE INTERMEDIATE Tailor communication to the audience Clearly explain complex concepts and arguments to individuals and groups Actively listen to others and clarify own understanding. Create opportunities for others to be heard Write fluently in a range of styles and formats. Prepare written material that is well structured and easy to follow by the intended audience Take responsibility for delivering high quality customer-focused services Understand customer perspectives and ensure responsiveness to their needs Identify customer service needs and implement solutions Find opportunities to connect and co-operate with internal and external parties to improve outcomes for customers Build a supportive and co-operative team environment Share information and learning across teams. Support others in challenging work situations Acknowledge outcomes which were achieved by effective collaboration Engage other teams or work units to share information and solve issues and problems jointly Utilise facts, knowledge and experience to support recommendations Work towards positive and mutually satisfactory outcomes Identify and resolve issues in discussion with other staff and stakeholders Identify others concerns and expectations Keep discussion focused on the key issues Maintain good relationships with key customers in area of expertise 5

6 Enable ENABLE Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Achieve results through efficient use of resources and a commitment to quality outcomes Plan to achieve priority outcomes and respond flexibly to changing circumstances Think, analyse and consider the broader context to develop practical solutions Be responsible for own actions, adhere to legislation and policy and proactively address risk INTERMEDIATE INTERMEDIATE INTERMEDIATE INTERMEDIATE Complete work tasks to agreed budgets, timeframes and standards Take the initiative to progress and deliver own and team/work unit activities Contribute to allocation of responsibilities and resources to ensure achievement of team/work unit goals Seek and apply specialist advice when required Understand the team/work unit objectives and align operational activities accordingly Initiate and develop goals and team plans and use feedback to inform future planning Respond proactively and with initiative to changing circumstances and adjust plans and schedules when necessary Ensure current work plans and activities are consistent with organisational change initiatives Research and analyse information and make relevant evidence based recommendations Identify issues that may hinder completion of tasks and find appropriate solutions Be willing to seek out input from others and share own ideas to achieve best outcomes Identify ways to improve systems or processes which are used by the team/work unit Take responsibility for own actions and be accountable for the outcomes of others Understand delegations and act within authority levels Be alert to risks that might impact the completion of an activity and escalate these when identified Use financial and other resources responsibly 6

7 PERSONAL ATTRIBUTES Display Resilience and Courage Act with Integrity Manage Self Value Diversity Be open and honest, prepared to express your views, and willing to accept and commit to change Be ethical and professional and act in keeping with the University's values Show drive and motivation, a measured approach and a commitment to learning Show respect for diverse backgrounds, experience and perspectives INTERMEDIATE INTERMEDIATE INTERMEDIATE INTERMEDIATE Be flexible and adaptable and respond quickly when situations change Offer own opinion and raise challenging issues in an appropriate manner Listen when ideas are challenged and respond in a reasonable way Work through challenges Stay calm and focused in the face of challenging situations Represent the organisation in an honest, ethical and professional way and support a culture of integrity and professionalism Understand and follow legislation, rules, policies, guidelines and codes of conduct and help others to understand their obligations for compliance Recognise and report misconduct and inappropriate behaviour Be willing to develop and apply new skills and adapt existing skills to new situations Show commitment to achieving work goals effectively Show awareness of own strengths and areas for growth and seek and respond positively to constructive feedback and guidance Demonstrate a motivated attitude to work activities and maintain own motivation when tasks become difficult Be responsive to diverse experiences, perspectives, values and beliefs and listen to others individual viewpoints Seek input from others who may have different perspectives and needs Adapt and respond positively in diverse environments 7

8 Language & Culture LANGUAGE & CULTURE Te Reo Develop understanding and use of te reo Māori (Māori language) INTERMEDIATE Demonstrate use of te reo Māori words and phrases in appropriate work place settings Has prepared and can communicate accurately own mihi if required in the work place context Take part in opportunities to practice and extend own language capability Tikanga Māori Create knowledge and use of tikanga Māori (Māori cultural practices) in the work place FOUNDATIONAL Understand the University's Māori Strategic Framework and its relevance for own work Demonstrate some awareness of Māori customs, values and beliefs Has some knowledge of Te Tiriti o Waitangi Actively participate in training and development opportunities that increase own understanding of tikanga Māori and knowledge of Te Tiriti o Waitangi 8