The position reports to the Senior Programme Manager. The Programme Manager Assistant's role will be supporting the Senior Programme Manager regarding the management of the Programme Management Office for all Programme and non-Programme related projects for the Company. The overall programme has a mix of projects as follows;
*Strategic Projects which generally involve 3rd parties and require strong governance at both internal and external steering coupled with managing internal project meetings and workstreams and;
*Secondary Projects generally "ring-fenced" internal initiative which require close management with internal stakeholders, project teams to ensure deliverables are met with appropriate levels of supporting governance and reporting structures
*PMO General Mgt
oManaging documentation at a programme level
oEnsuring all PMs adhere to project/programme documentation as per agreed Share-point/Programme standards
oReviewing PMO documentation checklist on a regular basis to ensure all project documentation is updated in a timely manner
oSupporting the Prog Mgr in managing the engagement and communication with relevant stakeholders throughout the organization - meeting minutes, reports etc
oSupporting the PMs in transitioning all relevant project activities into the TOM
oSupporting the Prog Mgr during annual leave periods for the PMs
*PMO Reporting - administering activities for the PMO reporting cycle
oSupporting the Prog Mgr preparing all relevant papers for Programme Boards - including documenting & managing actions/risks/ issues etc
oCo-ordinating all Sub Programme Forum activities regarding risk management / actions / distributing papers etc / co-ordinating meetings
oManaging the Programme Risk Log and liaising with the PMs to escalate from project Risk Logs to the Programme Risk Log
*PMO Financial Reporting - co-ordinating all activities for the Finance reporting cycle (bimonthly)
oSupporting the Prog Mgr in day to day oversight and management of programme budgets and cost
oCollating all the relevant inputs from across the various workstreams /projects for inform reporting to the Finance Forum
oLiaising with the Finance Function in validating all the various reports in accordance with the Finance Tracking "Reporting & Recording Guidelines)
oCo-ordinating all interactions with Finance related activities regarding managing risk associated with any variances / actions / distributing papers etc
/ co-ordinating meetings
*Project Management Support of Secondary Projects
o create, maintain and manage the project plan for all key components and dependencies of the project.
oEnsure that all components have valid up to date plans, are aligned at all times, and that interdependencies are identified and committed.
oEnsure up to date risk registers are maintained across the various projects
oManage the engagement and communication with relevant stakeholders throughout the organization.
oDocumenting and reporting on project plans, updated progress, current status, issues and actions to the relevant stakeholders
omanaging the delivery of the projects into the TOM while also ensuring the TOM is in a position to accept the project deliverables
oEnsuring adherence to the Project Definition Document throughout the project lifecycles as agreed at the initiation stage for each project
oAllocation of resources within the project whilst maximizing functional effectiveness.