Senior Project Administrator

OBJECTIVES

• To provide project management support and administration services for OIST projects;
• To allow the technical Project Managers (PMs) and Project Leads (PLs) to focus more on the solution and delivery of a project;
• If required, to provide program support and administration services for OIST programs; and
• To assist OIST projects in complying with the OIST Project Management Framework (PMF).

SCOPE

The project management and administration support provided by the OIST Program Management Division (OIPM) shall cover all OIST projects. The time spent by the Senior Project Administrator once deployed to a project shall be charged to the project’s budget accordingly, while costs incurred while the resource is doing operational or non-project work shall be covered by OIPM (through the AE Budget).

DUTIES AND RESPONSIBILITIES

• The personnel will be part of the project delivery support resource pool of the Portfolio Management Team of OIPM. He/she will report to the IT Specialist (Portfolio Management) and Senior IT Officer (Portfolio Management) under the Director, OIPM 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 HQ office.
• Assists business or technical Program Managers (PgMs), PMs, and PLs in developing their schedules, and ensures that the schedule information are up-to- date;
• Reviews and understands the program or project schedules and seeks from and provides input to the PgMs, PMs, and PLs to determine whether the sequence of program components will deliver the business benefits or project activities will deliver the product and project scope within the parameters of the project objectives (deadlines and budget and functionality);
• Creates and maintains all program and/or project-related records into HQ office’s project management tools, such as program/project information, schedules, resources and financials, exceptions and other ad-hoc information;
• 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);
• Tracks & reports the overall progress of a program;
• Performance of the above responsibilities using Microsoft Project, Microsoft Office, Enterprise
• Project Management software (EPMS), and other tools used by HQ office;
• May seek the assistance of a Project Planner/Scheduler for the following:
  • Ensuring that resource timesheets are up-to- date;
  • Developing complex project schedules;
  • Ensuring the integrity and update of the project plan’s baseline and that the published workplan has the latest information;
  • Setting up the assigned resources and corresponding allocation of each resource to a project or operational workplan;
  • 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;
  • Resolving cases of resource over-allocation in projects;
• Advises the PgMs, PMs, and PLs to raise potential program and/or project risks and issues, including recommendations on how to mitigate and resolve a program/project risk or issue;
• Prepares, establishes, and maintains the program and/or project artifacts (including Business Cases) for the PgMs, PMs, and PLs;
• Establishes and maintains the program or 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 PgMs and/or PMs in preparing presentation materials and minutes for the IT Data Committee (ITDC), project steering committee, and other pertinent stakeholder meetings;
• Prepares reports related to the above and other portfolio, program, and project ad-hoc reporting requirements;
• Prepares process documentation for above responsibilities and be able to transfer knowledge to other program or project staff and personnel;
• May take on a team leadership role within the pool of project administrators and planners/schedulers (i.e., conducting rolling-in knowledge transfer of newly-boarded PA resources, reporting statuses and performance of programs and projects to OIPM’s Portfolio Manager, escalating program and project issues/risks that require OIST management action, and consolidating portfolio and other ad-hoc reports on the programs and projects as required by OIPM management);
• Performs other program or project-related work and outputs required by OIPM.

QUALIFICATIONS

• Bachelor of Science degree in Engineering, Computer Science or related fields;
• 8+ years of Project Management experience demonstrated by a proven track record of success in managing multiple complex IT projects and/or programs related to delivering either software or IT infrastructure/network solutions;
• 8+ years of professional, related experience in consulting, software development, client management, team management, business relationship management and resource management;
• 5+ years’ experience with SDLC (preferably with experience in using “agile” methods in delivering software solutions);
• Preferably with at least 3 years of experience as IT project administrator or coordinator.

Technical Knowledge:

• Knowledge of both theoretical and practical aspects of program and project management;
• Knowledge of program and project management techniques and tools;
• Demonstrated experience and expertise in planning and monitoring processes for large and complex IT capital programs and projects, involving system development, integration and implementation;
• Proven experience in strategic planning, risk management, and people management;
• Experience in working with technical teams and driving initiatives/work across multiple areas from solution development perspective;
• Ability to manage competing priorities on an ongoing basis by negotiating priorities and resolving conflicts;
• Understanding of application programming, database and system design especially for software solution delivery.

Soft skills

• Relationship management skills (influence, negotiation, consulting, etc.)
• Capable of working well with teams;
• Strong written and oral communication skills;
• Ability to work within a diverse cultural environment;
• Strong analytical and problem solving skills;
• Strong Leadership & Project Management skills;
• Self-driven, and can work with minimal supervision.

Project Tools

• Proficient in project management software (preferably MS Project) and MS Office

Certification

• Must be either PMP or PRINCE2 certified
• Preferably MSP, AgilePM, PMI-ACP, PSM/CSM, ITIL certified or other related certifications