Job Summary
To deliver specialised project management administrative support services.
Job Description
Project and Programme administrative activities across the Voice Technology change portfolio. Performing portfolio-related administrative tasks such as maintaining information files, completing project documentation, and ensuring adherence to all project governance across the Voice portfolio. Quality Assurance: Maintain a desired level of quality across Voice Technology initiatives, especially by means of attention to every stage of the process of delivery, meeting deadlines and completing tasks in a timely manner.
RESPONSIBILITIES
Support in crafting and maintaining the overall Voice Technology book of work.
Serve as the primary point of contact between Group Finance, Business, Tech Delivery Leads, and external stakeholders.
Operational efficiency of the overall Voice Technology Portfolio, measuring and evaluating resource capacity and productivity.
Stand-in for the overall Voice Technology Change Portfolio, should the People Manager be out of the office.
Support Program and Project Execution across the Voice Technology Portfolio
Follow up on action items identified in weekly meetings, and perform associated tasks where applicable to the project function.
Weekly action list updates in Leadership check-in sessions
Risks/issues updates
Work closely with the Portfolio Lead and Tech Delivery Leads to develop or assist in developing business cases.
Change Process, Governance, and Stakeholder Management
Ensure overall adherence to corporate governance procedures, processes, and risk controls by Senior Tech Delivery Leads and their teams.
Ensure projects are compliant by flagging exceptions and resolving any issues that arise.
Uploading/storing of governance documentation.
PlanEx Project Reporting and Resource Management
Be the first point of contact for the Voice Technology Portfolio function and know about upcoming PlanEx features.
Create projects on PlanEx and ensure Tech Delivery Leads across the portfolio update their milestones, finances, change control notes, RAGs, weekly project updates, capacity management, CRAIDs, and actions, as well as governance on PlanEx.
Ensure that resources are captured on PlanEx and that Manpower resources are attested, project lifecycle stages are updated and accurate, which enables the Finance Business Partner to pass the entry to the Group to receive Capitalisation credits.
Close collaboration with Tech Delivery Leads to ensure that exception reports, including data quality gaps, are closed out.
Gathering and consolidating the monthly Voice Tech Change Council pack and associated meeting minutes.
Invoice QA Checks, Invoice Payment Process, and Vendor Management
Adjust and communicate accruals that must be made before year-end so that it doesn't affect next year's budget.
Ensure that every invoice is accompanied by a valid contract, purchase order, approvals, and processed as per the CRC process. Ensure that all payments are done in a timely and accurate manner.
Ensure individual project benefits are monitored and captured on PlanEx and ensure that they are included in MTP and tracked by Benefit Owners.
Track Qualitative benefits and post-run costs. Ensure targets are met and maintain oversight of projects. Track and ensure Tech Delivery Leads are accountable, aligning with their Business case and PlanEx.
Manage the reporting activities of the project team members.
Comply with the appropriate structures established and maintained by the Portfolio Lead.
Support the routine portfolio meetings
Manage portfolio operational and execution risks
Maintain detailed and accurate project and resource plans, with current estimates for activity completion on programme/portfolio level.
Monitor and control the use of resources and funds against the original budget across the Voice portfolio.
PO creation and Project Closure
Ensure the accuracy of FOO and that the correct process has been followed prior to sending FOO for PO creation on the IN number/Cost Centre. Review Open PO's on a bi-weekly basis. Identify long outstanding PO's and obtain outstanding invoices/confirmation from Vendor/PM and action accordingly.
Ensure that projects are formally closed on PlanEx by ensuring all PO's are closed and PM complete the PDLC Governance gate requirements (project closure report, accurate benefits are captured and tracked). Ensure that the Project gets closed on SAP.
Education
Bachelor's Degree: Business, Commerce and Management Studies (Required)
