POSITION DESCRIPTION. IS PMO & Analysis Services Lead. PMO & Analysis Services Team Lead #

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1 POSITION DESCRIPTION IS PMO & Analysis PMO & Analysis Services Team Lead # Page 1 of 6

2 POSITION DESCRIPTION IS PMO & Analysis Position Number Position Status Position Supervisor Department Job Context TBA Full Time Information Systems Manager Commercial Information Systems The IS PMO & Analysis position is responsible for the professional delivery of all IS Project Management, System Architecture and Business Analysis for Information Systems (IS) services to all GPC departments and users, across all corporate IS systems. Additionally, the IS PMO & Analysis is responsible for managing the Architecture Repository, and Change and Release Management processes for all IS systems. The PMO & Analysis will be responsible for providing project and operational guidance and support for GPC users, business development and systems. The PMO & Analysis is accountable for providing high quality, cost effective and timely services to GPC end users. Job Accountabilities The prime purpose of the PMO & Analysis position is to provide the IS PMO & Analysis Services team with direction, guidance, mentoring and support to enable the team to operate in an efficient and effective manner, to all clients of the GPC IS team. Included in this role: Lead, mentor and manage the performance of a team of Project Managers (PM s), Business Analysts (BA s) and System architects (SA s) to deliver business solutions across a busy business environment Ensure all team members have appropriate individual performance development plans (IPDs) and key performance indicators (KPIs) in place, agreed and understood by the employee, and measured for success in line with GPC requirements Develop, implement and maintain PMO & Analysis Services policies, procedures and processes in accordance with ITIL practices, PMBOK and/or PRINCE2 project management, and TOGAF architecture methodologies. Respond to requests for service and providing resolution as necessary to meet the SLA targets for the organisation Drive customer satisfaction by; o ensuring all projects, designs and analysis are resourced appropriately and delivered within required time frames, and keeping customers informed of the progress of these deliverables o working with the business to identify key opportunities for improvements and extension of IS services to help propel business efficiency, effectiveness and optimisation o simplifying IT for the users, to enhance the user experience Analyse trends, identify problems and drive continuous improvement initiatives Engage with key knowledge holders and users to ensure that potential Information Systems projects and design requirements are identified, understood and actioned as early as possible Develop and report against key performance metrics on a daily, weekly and monthly basis PMO & Analysis Services Team Lead # Page 2 of 6

3 Identify and interact with project sponsors, stakeholders and Information Systems team members to define requirements and deliverables Manage the team work hours to ensure that business coverage is always available Being a Subject Matter Expert (SME) and acting as an escalation point for the PMO & Analysis Services team Assemble, manage and motivate cross functional teams containing technical and business experts Acting as an owner for delivery of key projects to maximise capabilities and use throughout the organisation Stay abreast of current and emerging trends in Project Management, Systems Design and Business Analysis Ensure that customer needs and concerns are well understood and placed at the forefront at all times Lead and participate in review, planning and deployment of IS initiatives aimed at meeting the needs of the users Develop and conduct user-targeted training for GPC as appropriate, to enable employees to be more efficient and effective in their use of IS Identify opportunities to simplify IS services and systems for the business to drive efficiency gains Gathering and interpreting business requirements, manage projects for PMO & Analysis Services initiatives as required Deliver outputs required to meet the requirements for GPC on time, on budget and to specifications Leading Change and Release Management standards for the IS team, working with the GPC business units to manage effective change processes Lead and champion the Change Approval Board (CAB) and change approval processes, extending the CAB into the business, and engaging the business for approvals as/when required Comply with all the Health, Safety and Environment management system requirements Comply with GPC s Code of Conduct and lead by example GPC s values and behaviours:- Sustainability - We preserve the inherent worth of Port assets for future generations. We protect the health and safety of our people, the environment, and our community. We engage with and contribute to the communities in which we operate. Excellence - We continually strive for excellence in all that we do and constructively challenge for a better way. We are open to learning and appreciate that shared knowledge and innovation are essential to our growth. Customers - We serve our customers and the Port community with pride and passion. We respond with urgency, anticipate their needs, and exceed their expectations. Respect - We build relationships based on equality, dignity, honesty and trust. In all our dealings we strive to be friendly and courteous, as well as fair and compassionate. Empowerment - We support and empower people to give their best and reach their potential. We fully apply our skills and capability, are accountable in our actions, and perform to the best of our ability. Teamwork - We are one company, one team. We work together to achieve our objectives. Comply with GPC s policies, standards and procedures in the workplace. PMO & Analysis Services Team Lead # Page 3 of 6

4 Decision Making Authority As in accordance with company policy/systems: Ability to access necessary information, obtain resources and use of facilities or equipment needed to carry out the work of this role. Make decisions as required to manage the team and project deliveries, in line with IS strategy, with an on time and on budget mindset. Make technical evaluations and decisions in line with business operational requirements, standards and processes. Make decisions on staff management requirements (Inc. prioritisation, hours, employee leave, etc.). Job Challenges & Impacts The main challenge for the PMO & Analysis is to provide knowledgeable and timely business analysis and interpretations, and project delivery across a large number of different GPC systems and users. As key financial, operational, health and safety, environmental, and risk management applications are used throughout the business, a key challenge for this role is to ensure the application performance and developments are fit for purpose, and applications are delivered to remain highly available for GPC. This role will work closely with all sections of the IS team, and collaboration will be key to success. This role impacts GPC s ability to operate without interruption and is critical to the success of the IS team. Key Relationships Business Users, IS Team members, IS Team Leads, IS Manager, Commercial General Manager Level of Supervision Direction is provided in terms of objectives which will require the planning of activities, time and resources for their completion. Limited detailed guidance will be available and the development or modification of procedures by the employee will be required. Performance will be measured against objectives. Organisation Chart Commercial General Manager Information Systems Manager Workplace System Application PMO & Analysis PMO & Analysis Services Team Lead # Page 4 of 6

5 Formal Qualifications Candidates should have a Bachelor level degree in an IT related field and be able to demonstrate comprehensive team leadership experience and/or extensive experience in Project Management, Systems Design and/or Business Analysis expertise. Formal Certifications ITIL Foundations Certification PMBOK or PRINCE2 Certification (desirable) TOGAF Certification (desirable) Selection Criteria Candidates, please provide detailed examples of how you exhibit the experience, knowledge, and skills required for the position when preparing responses to the selection criteria. Please refer to our Job Applicant Guide for instructions on how to respond to the selection criteria. Competency Description 1. Project Management Extensive experience in managing projects and programs of work Extensive experience with Change and Release Management Experience with Project Management Office or Business Analysis team leadership Experience in business analysis and requirements interpretation Experience with systems design methodology and application Experience with Service Management tools Experience with Vendor management Ability to create system design, project documentation and specification documentation to industry standards Ability to provide consistent reporting and project dashboards The ability to influence proactively, empowering team members to make decisions and deliver effective well rounded outcomes The ability to lead change for the business, across teams and systems, influencing positive outcomes for business efficiencies and cost containment 2. Information Technology Experience working with ITIL processes Experience with JD Edwards ERP, Aurion Payroll, SharePoint and related technologies Experience working with Orbus Ability to develop documentation and training materials for team members and end users Ability to develop and contribute to an overall IS team strategy, in line with business and team requirements. The ability to translate the shared vision and strategy of the IS team with others 3. Interpersonal Skills Team player with a flexible approach PMO & Analysis Services Team Lead # Page 5 of 6

6 Results focused Provision of exceptional Customer Service Accuracy and thoroughness in following procedures Excellent written and verbal skills with the ability to effectively maintain and foster relationships with personnel and suppliers at all levels Demonstrated ability to work under pressure and to meet strict deadlines Self-motivated with strong organisational skills Enthusiasm in learning new concepts and tasks 4. Problem Solving The ability to reason, think analytically, conceptually and laterally in order to solve problems and make appropriate decisions. 5. Social Influencing The ability to achieve personal goals in social interaction while simultaneously maintaining positive relationships with others over time and across situations 6. Driving Results The ability to overcome obstacles to achieve results brings ideas into action, and push forward with energy, enthusiasm and urgency. 7. Modelling GPC Values & Behaviours Willingness to understand, demonstrate and encourage the values and behaviours of GPC. PMO & Analysis Services Team Lead # Page 6 of 6