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Programme Support Analyst

Remuneration:negotiable Cost to company 
Location:Johannesburg, Selby
Education level:Matric
Job level:Mid
Type: 12 months
Reference:#ProgSupAn090117


Job description

Our client, a large corporate situated in Johannesburg, is requiring a Programme Support Analyst to join their organisation on a 12-month contract.

Role Purpose and Objectives:

As our client undergoes a transformation and commences its journey to execute its business strategy, Group IT has been identified as a key enabler.

To effectively support the group and numerous businesses moving forward, IT will itself need to radically evolve into a strategic business partner that delivers focused and commercially responsible strategic technology solutions with a significantly greater level of maturity.

This new role seeks to establish new capability, disciplines and functionality not previously in existence within the group, as well as incorporate existing activities into its accountability over time.

The Programme Support Analyst is an executive financial, logistics and administrative professional who supports portfolio and programme management activities within the enterprise. This role reports to both the Executive Project Support (Functional) and relevant Programme Manager (Programme Delivery related)

Key Responsibilities:

The Programme Support Analyst will take the lead role in:

General
  • Assist Programme Manager with development and new initiatives,
  • Monitor programme services to ensure they meet stated goals,
  • Collect and analyse information and data for the programme and portfolio reports,
  • Prepare briefing notes, reports and presentations as required,
  • Preparation of the executive monthly report,
  • Prepare and distribute program information,
  • Assist with proposal preparations,
  • Ensuring that relevant programme and project managers are using the correct templates at all times,
  • Maintain project documentation archives,
  • Assist the Programme Manager with compilation and maintenance of the benefits tracking register,
  • Supporting activities for a business unit or product includes handling administrative tasks such as reports, budgets, documentation, contractual agreements and ensuring compliance regulations are current for the business unit,
  • Coordinate, monitor or supervise the activities of subordinates,
  • Coordinates activities of program with inter-related activities of other programs, departments or staff to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications,
  • Monitors program expenditures ensuring that budget allocation are not overspent,
  • Schedule workshops, meetings or conferences; coordinates logistics, scheduling and participant communications.
  • Develops, compiles and writes communications for the Portfolio and distributes to all stakeholders and Steercom members of the Portfolio
  • Prepares periodic reports, financial statements and records on program activities, progress, status or other special reports for management
Super User Activities
  • Administer all toolset calls for the Portfolio
  • Ensure that all resources on the Portfolio are trained
  • Schedule training as required for all resources
  • Induction of new employees for the Portfolio
  • Responsible for the maintaining of the Toolset.
  • Ensuring that new and updating of users and roles
  • Handling of all queries regarding the Toolset System within the Portfolio
  • All documentation are signed off by the relevant stakeholders
  • Registering of new initiatives, ensure that the new initiatives are going through the IT process
The duties of the Project Administrator:
  1. Meetings:
    • Arrange Meetings as required by the Programme Manager
    • Liaise with IT Staff to set up the necessary communication facilities i.e. Video and Tele-Conferences as required for meetings
    • Minute all meetings (Steering Committees, Progress Meetings, Staff Meetings)
    • Distribute minutes and agendas to stakeholders
    • Compile Joint Action Item Lists per meeting
    • Assist in compiling progress reports (Fortnightly, Monthly and Quarterly)
    • Report on progress to plan to the Programme Manager
  1. Administration:
    • Keep proper record (hard copies and electronic copies) of all project related documentation (Business Cases, Project Plans, Functional and Technical Documentation, Charters, Budgets, CVs, Decision Notes, Position Papers, Change Requests, Scope Changes, etc.)
    • Apply proper version control to all documents. Make sure that a proper “audit trail” exists
    • In conjunction with the PSO office, ensure compliance with PSO standards
    • Draft Decision Notes as and when requested by the Programme Manager
    • Draft Memos as and when requested by the Programme Manager
    • Report on all Administrative related issues and tasks
    • Ordering and managing stationary for the project
    • Daily and Weekly time allocation of team members to identify variances between planned and actual time.
  1. Finance:
    • Keep track of financial expenditure and report to the Programme Manager on a weekly basis
    • Make sure that all financial documentation is treated with the necessary confidentiality
  1. Travel and Accommodation:
    • Arrange travel and accommodation for the project team (staff and consultants)
    • Assist in completing and finalising expense claims resulting from travelling
  1. Personnel:
    • Keep a detailed record of all leave (Update the leave register)
    • Keep track of time billing (hours billed per week and month)
    • Arrange for interviews as and when requested by the Project Manager
    • Make sure that all personnel documentation is treated with the necessary confidentiality
    • Arrange for the necessary take-on or “retirement” procedures and documentation of staff
  1. Project Plan:
    • Ensure that progress reports reach the PSO as and when required
    • Maintain the Project Plan (Update based on progress reports provided by the Programme Manager and Stream Leads)
    • Report back to the Project Manager/ Programme Manager
    • Provide the required reports from the Project Plan, Resource Usage, and Progress to Plan, Outstanding Tasks, etc.
  1. Risk and Issue Management:
    • Coordinate and compile project risk and issue logs within the PDO Governance Framework
    • Arrange Risk and Issue Workshops
    • Keep the Risk and Issue Logs updated
    • Prepare PMO Notes to Senior Stakeholders on Risks and Issues 
  1. Schedule Management
    • Maintain Programme schedule
    • Enterprise Resource management within a schedule
    • Resource availability with the Programme
    • Milestones must be updated, and when achieved must be communicated to all stakeholders involved
    • Communication of slippage to the Programme
    • Monitor and control of schedule
    • Programme quality compliance: all projects have clear goals, objectives and timelines with measurable milestones.
    • Programme health management i.e. schedule and budget
    • Provide the required reports from the Project Plan, Resource Usage, progress to Plan, Outstanding Task, etc.

The Portfolio Support Analyst possess knowledge of Project Management methodologies and tools, knowledge of software development lifecycle (SDLC) processes, and operational experience with program/project metrics tracking and reporting.


Experience:

  • At least seven or more years' relevant and proven Project and Programme Management Administration, Finance, Resourcing and Logistics experience in large and complex systems implementation and or migration projects
  • A minimum of seven years’ experience of proven full-cycle projects and Portfolios


Requirements

Knowledge, Skills and Abilities Required:
  • Core Skills
  1. Assertiveness
  2. Problem Solving
  3. Critical Thinking
  • Administrative Skills
  1. Documentation and Specification
  2. Analysis Skills
  3. Visual Modelling
  4. Facilitation and Elicitation
  5. PPPM Tools
  • Key Soft Skills
  1. Relationship Building
  2. Self-Managing
  3. A Paradoxical Relationship with Ambiguity
  • Technical Skills
  1. Knowledge of IT applications and infrastructure
  2. Knowledgeable in PPPM specific processes and can manage customer expectation
  3. Able to lead functional requirement walk through and quality reviews
  4. Experienced in effectively interacting and communicating with end users
  5. Experience of PMBOK and Agile project management methodologies
  6. Has played an active or lead role in preparing requirement documents
  • Methodology Skills
  • Project Management Expertise
  • Administrative

Professional Qualification Requirements:
  • Grade 12, preferably an undergraduate degree or equivalent and proven experience in Programme Administration, Logistics and Finance
  • At least Grade 12, preferably a related tertiary qualification (diploma, degree)
  • A proven track record with solid and relevant experience
  • Expert in MS Project, MS Excel, MS Word, MS PowerPoint and MS Visio
  • Excellent verbal and writing skills
  • Strong personality to facilitate internal compliance to defined standards
  • Attention to detail
  • Good communicator 


Technical Qualification Requirements:

  • Agile, PMP, PRINCE2

 

Posted on 01 Sep 08:36

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Diane Robertson

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