Project Administrator – Portfolio Management – Associate

DUTIES AND RESPONSIBILITIES

• The personnel will be part of the project delivery support resource pool of OIOD-GP and will report to the IT Specialist (Portfolio Management) and Senior IT Officer (Portfolio Management) under the Advisor, OIST and Head, OIOD-GP for overall project, program and portfolio support activities, report preparation and other related concerns. He/She will report full-time during the engagement period at the company, located at Ortigas Center, Pasig.

• Assists PMs and PLs in developing their project schedules, and ensures that the schedule information are up-to-date;

• Reviews and understands the project schedules and seeks from and provides input to the PMs and PLs to determine whether the sequence of activities will deliver the product and project scope within the parameters of the project objectives (deadlines and budget and functionality);

• Creates and maintains all project-related records into the company’s project management tools, such as project information, schedules, resources, financials, exceptions and other ad-hoc information;

• Ensures that resource timesheets are up-to-date;

• Develops and maintains the resource plan (including resource utilization, renewals, releases, engagements, etc.);

• Develops and maintains project budget, including expenditure forecast and recording of actual expenditures;

• Monitor actual progress versus planned progress (e.g.., %Completion and Schedule Variance of the project);

• Performance of the above responsibilities using Microsoft Project, Microsoft Office, Enterprise Project Management software (EPMS), and other tools used by the company;

• May seek the assistance of a Project Planner/Scheduler (PS) for the following:
o Developing complex project schedules;
o Ensuring the integrity and update of the project plan’s baseline and that the published workplan has the latest information;
o Setting up the assigned resources and corresponding allocation of each resource to a
project or operational workplan;
o Fine-tuning the activity and task details if needed by adjusting task relationships, setting
up constraints, changing the task types, entering deadline dates, and setting up recurring
tasks;
o Resolving cases of resource over-allocation in projects;

• Advises the PMs and PLs to raise potential project risks and issues, including recommendations on how to mitigate a project risk or resolve a project issue;

• Prepares, establishes, and maintains the project artifacts (including Business Cases) for the PMs and PLs;

• Establishes and maintains the project’s collaboration site;

• Ensures that the project complies with OIST’s PMF, including preparation for health checks, IT attestation, and IT audit exercises;

• Assists the PMs in preparing presentation materials and minutes for the IT Committee (ITC), project steering committee, and other pertinent stakeholder meetings;

• Prepares reports related to the above and other project ad-hoc reporting requirements;

• Prepares process documentation for above responsibilities and be able to transfer knowledge to other project staff and personnel;

• Performs other project-related work and outputs required by OIOD-GP.