Project Management Officer (2 years FTC)

Job Purpose

To support the Project Management Team in development and implementation of project management tools to monitor and control the project.

Key Accountabilities

Leadership

• Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies;
• Demonstrates and articulates what a safe working culture is and means. Applies these principles in the way work is done;

Schedule

• Support the Site PM to maintain Project Schedule baselines and updates.
• Liaise with the Project Management Team, Contractors and Consultants to update schedules when required (actual vs baseline).
• Proactively highlight schedule-related risks and issues to the Site PM and proposed solutions where applicable.
• When required, develop what-if scenarios and schedule forecasts to facilitate the decision-making process.
• When required, review and provide guidance to the Site PM on vendor schedules (e.g. contractor, consultant).

PMO Operation

• Follow the instructions and guidelines stipulated in Project Implementation Manual and Project Life-Cycle Process Maps set by Group Planning & Project Management Department.

• Support the Project Management Team in developing and/or maintaining the project management documents, such as:

  - Project Charter

  - Organisation breakdown structure

  - Stakeholder register

  - Project assumptions and constraints register

  - Risk and opportunity register

  - Change requests and update into the Change Log

  - Lessons learned and project closure report

• Maintain all relevant information within the DP World PPM system: Sensei IQ.
• Assist the Project Management Team to obtain reviews, comments and approvals for project-related documents.
• Prepare updates to the monthly and weekly progress reports; as per the agreed deadlines for review by the Site Project Manager.

• Support and provide inputs for monthly project cost monitoring and reporting (EVM spreadsheet);

• Support the operation, administration, and update of the project in the existing Project Portfolio Management (PPM) System and/or other reporting tools. This includes: Monthly update of the project data, monthly preparation of the Project Flash Report, and regular uploading of certain project documents. 

• Support the Project Manager with providing other project reports and dashboards when required.

• Lead implementation and use of the DP World SharePoint system for the project, including:

  - Liaise with Consultants and Contractors to properly file and use the SharePoint system. 

  - Liaise with internal team members to provide guidance and training on SharePoint. 

  - Save files and re-organise items within SharePoint to keep the system up to date.

  - Administer SharePoint permissions.

  - Regularly review filing system across Sharepoint.

  - Provide guidance and training to others as needed (once familiar with the DP World SharePoint system)

  Note: Familiarity with SharePoint and SenseiIQ is a benefit but not necessary. The DP World team can provide the necessary training for SharePoint and SenseiIQ. Focus for candidate is to be familiar with Microsoft office applications and flexible for use with new applications and to explore benefits of the applications.

  General Items

• Assist with management of day-to-day project activities and project management team meetings;
• Translation of documents French / English, using software with manual checking and updating before sending to internal team members for review.
• Coordinate site communications including letters, memos, presentations, etc.
• Printing and filing of project documents. 
• Prepare any other periodic/ad hoc reports.
• Conduct literature searches on topics of interest 
• Ensure the reception and assistance of visitors; 
• Assist in the liaison between the Site Project Management Team and the services of DP World. 

• Perform other related duties as assigned.

   

  Financial/Cost Control

• Liaise with the local Finance Team to extract data from Oracle for input to the project EVM spreadsheet. 

• Process all incoming project-related invoices and log information correctly.

• Follow up with relevant stakeholders to approve payments according to the agreed workflow.

   

  Governance

• Support and provide inputs to the GPPMD online Project, Portfolio Management System (Sensei IQ); 

• Ensure to always act in a professional manner to ensure integrity of project objectives.

   

  Reporting

• Provide inputs for status reporting regarding project progress, milestones, deliverables, costs, budgets, dependencies, risks and issues, communicating across Strategic/ Tactical/ Implementation teams;

Qualifications, Experience and Skills

Training/Qualifications

• Bachelors degree (or higher);

• Project management certification such as PMI-PMP or similar would be an advantage, however if suitable candidate is found then DP World PM team would support this person to obtain PMP within initial employment period (PMP cost by individual).

Experience

• Minimum 3 years post-degree experience;

• Minimum 3 years experience in project management or PMO roles.

Skills/Techniques:

• Proficient with Microsoft Office software. 

• Knowledge of SharePoint would be beneficial, however training can be provided.

• Knowledge of Microsoft Project would be beneficial, however training can be provided.

Competencies:

• Information seeking

• Analytical thinking

• Attention to detail

• Ability to work with teams from a range of backgrounds

• Initiative

• Organisational awareness

• Ability to work flexibly and quickly grasp knowledge of new knowledge areas, systems, and tools

• Proactive, self-motivated, able to work autonomously