Manager - Project Management - Ports & Terminals - Kandla

JOB DESCRIPTION 

 

Project Management Officer

OR

PMO Administrator

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

Number of Staff Supervised (if applicable)

Direct Reports:

None

Indirect Reports:

None – Liaison with various Consultants and Contractors

Financial Data (if applicable)

Operating Budget:

Not applicable

Annual Turnover:

Not applicable

Other:

Not applicable

Other (if applicable)

Leadership

Key Measures/ KPI

• 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;

• Key project stakeholders engaged with performance and trust

• Safety written into project requirements

Schedule

Key Measures/KPI

• 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). 

• Site PM approval of Schedule inputs;

• Contractors and consultants schedules and progress updates are provided on time.

• Maintain Schedule via Microsoft Project Online

PMO Operation

Key Measures/KPI

• 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)

1.  

2. 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.

• Site PM approval of PPM system inputs;

• Maintain SharePoint and ensure project stakeholders keep their respective folders up to date

1. General Items

1. Key Measures/KPI

• 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.

• Minutes of meetings

• Translated documents

1. Financial / Cost Control

1. Key Measures/KPI

• 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.

• Finance outputs from Oracle received on time

• Invoices processed within 2 working days of receipt.

1. Governance

1. Key Measures/KPI

• 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.

• Site PM approval of PPM system inputs;

Reporting

Key Measures/KPI

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

• Clear weekly and monthly inputs produced on time

5. KEY DELIVERABLES

Meeting Project Objectives

6. 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.

• Knowledge of the concepts and principles of project management and scheduling

• Awareness of policies and procedures to ensure resources are efficiently used

• Excellent communication skills, both written and verbal (English and French);

• Team approach and recognition of others;

Competencies:

• Information seeking

• Analytical thinking

• Attention to detail

• Ability to work with teams from a range of backgrounds

• Initiative

• Organizational awareness

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

• Proactive, self-motivated, able to work autonomously

7. COMMUNICATIONS AND WORKING RELATIONSHIPS 

Internal:

• DPW Director – Project Portfolio

• DPW Site Project Manager

• DPW Site Project Engineer

• DPW ESMP Manager

• DPW BU Team

External:

• Port Authority

• Engineering Consultants

• Construction Contractors

• Vendors & Suppliers

8. our principles

Principle

Key Measures/KPI

Creates Growth

• Demonstrates ability to develop SharePoint system

• Demonstrates ability to maintain good site communication and use of systems

Drives Results

• Demonstrates efficient use of site systems

• Demonstrates clear stakeholder engagement with site systems

Makes Others Excel

• Demonstrates they can develop self & others

• Drives a high-performance culture

Adapt & Evolve

• Demonstrates learning agility

• Demonstrates organizational agility

Job Family:

Our Principles Level:

Contributors; Professionals & Managers; Subject Matter Experts & Senior Managers; Executives

Create Growth

Drive Results

Adapt & Evolve

Drive Results

10. Approvals

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