PMO Specialist

Purpose of this role

1) Operationalize governance and reporting practices.

2) Review and verify project baseline data such as schedules and budgets.

3) Project governance and monitor project status/progress to ensure schedule and budget is met.

4) Review the priority of different projects to ensure alignment with the implementation roadmap.

5) Analyze financial information to ensure cost is within the approved budget and highlight budget variance.

6) Monitor project pipeline to ensure timely PM assignment, budget provision, and commencement.

7) Collaborate with PMs in preparing for Executive reporting.

8) Maintain governance and quality standards by ensuring compliance from each project manager.

9) Establish and update governance processes / procedures and incorporate it into the central tools.

10) Establish and maintain metrics and benchmarks for project performance tracking.

11) Develop and implement strategies to improve quality of project tracking and reporting.

12) Support the Management and Reporting Manager on all project matters.

Main responsibility :

Governance & Reporting

Keep the PMO/project calendars up-to-date.

Plan and schedule regular meetings, record decisions/minute-taking, and follow up with PIC (person in-charge) on action items.

Retrieve / analyse / compile information required for discussion / decision / reporting ahead of PMO / project meetings.

Maintain financial records and ensure accuracy and up-to-date for timely submission.

Maintain, update, and circulate the latest PMO documentation to target audience.

Proactively analyse, trend, and track project performance measures and share findings with Reporting Manager on time.

Prepare and provide documentation to internal teams and key stakeholders. Monitor Project Baseline Data

Track and monitor Initiative Pipeline against Delivery Plan to ensure timely start/completion.

Record/update key project info in central project management tool to ensure accurate tagging for planning and analysis. Resource and Capacity Planning

Record/review/validate key info for capacity analysis and forecast.

Project Governance

Meeting PMs regularly to review project status/progress, register risks/issues along with resolution/mitigation and maintain project plans.

Maintain project cost control plans, including assist in budget development and track utilization/variance.

Maintain records such as project cadence meetings, SteerCo agenda/minutes, executive reports.

Monitor progress against plans and schedules, facilitating problem solving, and updating the project plans as needed. Management Reporting

Coordinate with respective PICs (person in charge) on Report preparation to ensure timely submission.

Review consolidated Report to ensure clarity, accuracy, up-to-date, and with insights.Team Collaboration and Stakeholder Communication

Oversee and manage key communication, including writing and disseminating of key messages for alignment of each Project Managers.

Assist with preparing presentation material for Stakeholder meetings such as SteerCo.

Education :

Bachelor's Degree / Post Graduate / Professional Degree in Computer Science/Information Technology or equivalent.

Professional certification in project management is added advantage.

Experience :

A minimum of 5 years experience in PMO role, preferably with experience collaborating with a team of at least 5 PMs.

Good knowledge in project management frameworks / methodologies, and hands on experience on project management tools preferably JIRA and Ms Project.

Knowledge in project budget/financials, such as such capex/opex, costing estimate, and budget reporting.

Exposure / experience in project management methodologies such as Waterfall, Agile, and Kanban.

Skills :

Good written and verbal communication skills at different levels of interactions.

Good in using Excel functions for analysis, forecasting, dashboarding / reporting.

Active listening skill including seeking clarification and presenting information in different ways for clarity.

Excellent organizational skills, multi-tasking, and attention to details.

Good interpersonal skill and relationship management, including ability to engage /communicate with Stakeholders.

Advisory skills including ability to analyze, trouble-shoot, support and challenge and advise on relevant subjects.

Critical thinking and problem-solving skills.

Project financial cost management.