Project Coordinator

SUMMARY:
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POSITION INFO:

Job Description:

• Assist with the creation and planning of work breakdown structures using a product backlog or scope of work document to ensure alignment between the documentation and schedules.
• Facilitate and gather information required to build a project / programme schedules using either a waterfall or agile approaches.
• Engage with project stakeholders to define a flight plan that defines all major project deliverables and milestones.
• Evaluate existing project schedules to identify and correct schedule inconsistencies in accordance with company defined scheduling standard, policies and procedures as well as identified industry best practices.
• Proactively manage the critical path and project dependencies both internally and externally of the programme and its sub projects.
• Evaluate and report any variances from the baseline and deviation from the critical path to the necessary stakeholders.
• Align the schedule cost in accordance with the approved financial business case.
• Manage the overall maintenance of the project and programme schedules against governance standards and exception reports.
• Maintain a reporting routine in order to capture and report on project progress if one has not been defined.
• Extract information from all project management defined tools and provide weekly status updates regarding planned vs. actuals to the programme manager for reporting purposes.
• Collaborate with project managers to evaluate project schedule progress or status and take corrective action where required.
• Provide recommendations based on trends and forecasts.
• Assess project scope change request impacts on the project schedule and across the programme.
• Review any conflict or capacity issues regarding resource requirements based on the capacity and demand model.
• Facilitate scenario planning across sub projects / programme and evaluate schedule impacts for reporting on request.
• Integrate any external vendor schedules within the sub projects / programme based on strategic dates defined and planned if required.
• Financial analysis which includes the burn rate and the actual spend as well as the forecast spend per resource role.
• Ongoing analysis of IA’s ie. Baseline vs Actual Spend to ensure that teams remain within budget.
• Ensuring that all contracts for vendors are in place and alert the PM/SM of expiry dates.
• Generating PO’s on SAP and the payment of invoices using Ariba.
• Setup of Confluence pages/dashboards for Project Incremental Planning.
• Assisting with Jira SQL Queries
• Logging of Scope Changes, Risks and Issues on PMT
• Ensure Enterprise Resources Allocations are correct from a Capacity Management Perspective.
• Actuals and Forecast should be aligned from a monthly snapshot perspective.
• There should be scope line items in the schedule to reflect an accurate % complete in comparison with cost and timelines.
• Knowledge of GT finance and JIRA Tempo reporting is essential from a cost tracking perspective.
• Engage with the Tools Team to ensure that all project resources have JIRA/Tempo licences and that JIRA boards are updated with the correct user stories linked to EPICS and SAVE EPICS.
• Assisting with user/roles access within project and boards.

Qualifications:

• Certified MS Project 2010 or higher training required.
• Fully computer literate using main applications of MS Office i.e. Excel, Word and PowerPoint.
• Project Management Qualification.
• Agile training from a recognised institution. • 3 to 5 years’ experience in planning and scheduling projects and/or programmes is essential.
• 3 to 5 years’ experience using MS Project 2010 or higher.
• Demonstrated capability of applying and analysing advanced scheduling techniques such as critical path method, PERT analysis and earned value management.
• Demonstrated strategic planning abilities on programme schedules and flight plans.
• Maintaining relationships with programme / project staff as well as external vendors where necessary.
• Excellent verbal, written and communication skills.