Job Duties
PMO
Develop and present PMO performance reports – weekly exception report
Create & maintain project folders on SharePoint.
Provide necessary project management, proposal and project execution templates to consultants.
Obtain management approval on project terms of engagement were at variance with the proposal.
Ensure the enforcement of approved proposal & project templates (e.g. milestone deliverables, status reporting, etc.).
Request for submission & review weekly project reports (internal and client).
Notify consultants of report submission status.
Prepare ad-hoc reports for the management (CTO, CFO, ED, MD) and other department’s requests.
Carry out ad-hoc requests from clients on projects e.g. letters etc.
Provide support to other departments within the firm (where necessary).
Notify the Travel Desk of the consultant’s travel itinerary after approval.
Maintain project directory.
Other PMO tasks.
Ensure quality control of projects and processes.
Ensure budget control of projects.
Ensure periodic back up of project documents by consultants.
Proposal Development
Qualify the viability of proposal requests with input from the ED.
Assign & monitor proposal requests to appropriate consultants.
Assign & monitor proposal to team leads for review.
Assign & monitor the technical proposal to CTO for review.
Assign & monitor proposal to Syntax for review.
Request for proposal commercials.
Ensure proactive monitoring of the fulfillment of proposals throughout the life cycle, based on defined TATs.
Submit the developed proposal to the respective business development officer
Maintain client references for proposals.
Project Initiation
Review and obtain sign-off of Award Letter.
Prepare Engagement letter and other initiation documents – PID, PRD, SLA, NDA, Audit form.
Communicate project initiation documents (PID, PRD, SLA, NDA, Audit form, and First milestone invoice) to the client.
Request NDA from the client, send for review, and sign off.
Confirmation of receipt of signed LOE, NDA, PRD responses.
Request for the first milestone invoice and send the signed engagement letter to Accounts.
Confirmation of receipt of advance payment (where applicable).
Assign the resource to the project.
Notify the project team of the project start date, deliverables, payment terms, project variance.
Request the project implementation plan from the Lead consultant.
Communicate project implementation plan to the client.
Develop & submit the Project budget and obtain approval.
Conduct an informal debrief session with the project team.
Schedule the project kick-off meeting.
Kick-Off the Project.
Request interview schedule from Lead consultant and communicate to the client
Ensure the enforcement of approved project templates (e.g. milestone deliverables status reporting, etc.).
Constitute the project team and project steering committee.
Agree on project meeting date and time with the client.
Maintain project risk register.
Ensure effective project communication through the development & implementation of a project communication plan.
Request project group email account creation or activation.
Archive project initiation documents.
Notify Academy of project-related training.
Project Execution(Gap)
Identify process owners.
Submission of deal breaker report.
Conduct Gap Assessment, VAPT (Where applicable).
Submission of gap report, SOA & compliance dashboard.
Request for the second milestone invoice and share with the client.
Request MD/CTO’s availability for executive awareness.
Request for PSC Meeting for the presentation of gap assessment.
Project Execution (Remediation)
Submission of Risk Assessment report.
Submission of Business Impact Analysis report.
Conduct ASV scans (where applicable).
Submission of ASV scans report (where applicable).
Request for screensavers and banner designs from Academy.
Receive screensavers and banner designs from Academy.
Communicate screensavers and banners to the client for acceptance.
Print banners and dispatch to the client.
Follow up with the client on completion of the audit application form and general terms & conditions for completion and sign-off.
Notify Afriassure of completed audit form and proposed audit date.
Notify the QSA Auditor of the audit date.
Schedule internal audit/mock audit and notify the client.
Communicate the mock audit report.
Request for PSC Meeting for management review of mock audit findings.
Schedule management review meetings.
Advise client of the audit date.
Project Execution (Audit)
Attend audit kick-off meetings.
Attend audit close-out meetings.
Lead consultant notifies CTO of the audit findings.
Follow up with CAPA.
Submit & track reports for technical review.
Submit & track reports for syntax review.
Project Monitoring/Documentation
Submission of weekly document tracker and other reports.
Attend weekly project meetings & circulate minutes.
Request PCI certification details from QSA.
Communicate certification details to Academy and request for client-specific PCI certificate design.
Send PCI Certificate to Syntax for review.
Share PCI certificate with client.
Submission & review of weekly project status reports, compliance dashboard & document tracker.
Follow up with consultants on project documentation update on SharePoint.
Manage change (resourcing, time, scope, budget, etc) through established procedures effectively.
Manage project risks & stakeholders.
Monitor project controls/tolerances and escalating variances/exceptions where necessary.
Project Closure Archive other project-related documents.
Request for the last milestone invoice from Accounts.
Share the last milestone invoice with the client.
Administer project completion certificate and feedback to clients at the end of a project.
Receive completed project completion certificate and feedback from clients at the end of a project.
Request completed case study & lessons learned log from consultants at the end of a project.
Schedule project close-out meeting.
Request project group email account deactivation.
Request ISO maintenance calendar from consultants.
Combined Portfolio Activities
Develop and present PMO performance reports – weekly exception report, resource calendar.
Create & maintain project folders on SharePoint.
Provide necessary project management, proposal, and project execution templates to consultants.
Update projects on the program dashboard.
Maintain project certification details dashboard.
Maintain project directory.
Develop and present resource calendar.
Other Responsibilities
Prepare ad-hoc reports for the management (CTO, MD) and other department’s requests.
Providing independent advice on management of projects
Create & maintain project folders on SharePoint.
Provide support to other departments within the firm (where necessary).
Ensure quality control of projects and process.
Notify consultants of report submission status.
Request for submission & review weekly project reports (internal and client).
Any other assigned responsibilities
KEY RESULT AREAS
Typically, managed number of projects involving others
Demonstrates communication effectiveness and good project management discipline
Ability to foster trusting relationships with colleagues and clients
Ability to perform duties independently under general, minimal supervision within specific assignments
KEY PERFORMANCE INDICATORS
Satisfied/delighted customers – internal and external (apparent through positive formal/informal client feedback, prompt payment, repeat business)
Effective opportunity identification and follow-through
Meet or exceed agreed budget
JOB SPECIFICATION
Education Qualification Good first degree in business or related field
Professional Qualification
PMP
PRINCE 2
P3O
Experience
Related experience and/or training; or equivalent combination of education and experience
KEY COMPETENCIES REQUIREMENTS
Functional /Technical
Supervisory skills
Team building
Analytical skills
Problem solving skills
Decision making skills
Risk Management
Effective communications skills
Time management skills
Operational knowledge
Organization and management skills
Strategic skills
Familiar with project management tools/software packages
Behavioral
Excellent communication skills • Multi-tasking • Good work ethics • Discreet • Adaptability skills • Leadership skills