PMO Project Officer (Document Control + PMO Analysis)

Job title: PMO-Project Officer

Company Name: Confedintial 

Industry: Manpower Outsourcing

Country: Saudi Arabia-Riyadh 

Detailed Job Profie : 

Position overview:

A Projects officer’s job is to produce results, and is the point of contact between the team and the Project Manager. He/She needs to maintain all the administrative activities and also observe that procedures are adhered to. The Project officer is however not given any executive powers and needs to implement the project within the timeline and budget.

The project officer is responsible to schedule the complete work plan, maintain the paper work of the project, document control and maintaing Projects Dashboard.

He/She needs to see that the project is completed well within its deadline, maintain projects' registery, identifying and registering possible risks and opportunities and have good communication skills to maintain stakeholders.

Distinguishing Characteristics

• Reporting to the project manager.
• Coordinating between all the various departments which are at work in a project.
• Liaising with all the employees that are involved in the project.
• Keeping a close watch on the budgets of each project, reporting risks, problems, and updating the Risks & Problems logs on system.
• The project officer has to be a hands on person, as his/her help could be required at any time of the day.
• They have to be quick in solving problems as any delay stall the whole process.
• They are fast learners to learn some technical knowledge of each department involved in the project.

 Job Responsibilities:

• Assist the Project Manager, where applicable, in the day to day duties of a project’s administration.
• Working closely under the guidance and direction of the Project Manager, learn Companies' systems and methods.
• Assist in plan and spec analysis in order to provide clear, traceable and coordinated interpretations of the Business Processes flowcharts and procedures.
• Research and recommend solutions Business processes designs and sequence of steps.
• Act as liaison with other Departments in expediting processes and related information.
• Maintain accurate and up-to-date logs of polices, processes, procedures of the company's departments.
• Design and implement responsibilities and escalation matrixes.
• Coordinate submittals and procure all close-out documents including warranties and Operating and Maintenance Manuals.
• Monitor projects progress, and maintain project tracking system by gathering data and maintaining daily follow up with project managers, to enter project updates into project tracking system and generating daily/weekly/monthly and yearly projects reports.
• Monitor Projects change requests and variation orders by gathering the needed data and entering them to the project tracking system, following up with departments, making sure that CRs/VOs are fully compliant with the company's EPMO policies and processes.
• Business processes designing: by gathering user requirements from all concerned departments, including interactions between departments, identifying authority & responsibility levels in a single department, defining the Service Level Agreements between departments.
• Attend project coordination and owner/contractor/architect/engineer meetings as requested or required.
• Perform additional assignments and responsibilities as assumed or requested by supervision.
• Documentation and records control.

Knowledge, Skills & Abilities

• Hold strong aspects of process development and execution.
• Certifications in PMP is a plus.  Knowledge of ITIL or ISO 9001 is a plus
• Strong familiarity with project management software, such as Microsoft Project 2010.
• Technically competent with various software programs, such as Microsoft Excel & Visio and Microsoft office in general.
• Experience at working both independently and in a team-oriented, collaborative environment is essential.
• Can conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities.
• Strong written and oral communication skills.
• Strong interpersonal skills.
• Must be able to learn, understand, and apply new technologies.
• Customer service skills an asset.
• Practical knowledge of processes flowcharts design and different approaches in creating flowcharts using Microsoft Visio or any other processes application.
• A good understanding of Microsoft project and the bases of developing a project plan based on PMP, Method 123 or Prince2 standards.
• Proficiency in computer systems/applications, and typing is necessary.
• Ability to assume responsibility and to interface and communicate effectively with others. Effective oral and written communication skills and ability to represent the company and project team in a professional manner to the Owner, related stakeholders and the community.

 Minimum Qualifications

• Bachelor degree in one of the following areas: Industrial Engineer, Operations & research, Project management, Business Administration, Information Technology, Risk Management. Or equivalent experience in the same fields.
• Master’s degree is a plus

 Training and Experience

• At least 2 years of experience in either of the following fields: Project Management, IT, Process development, Quality assurance or startup companies.
• Background in Manning and manpower outsourcing, recruitment, HR or IT is a plus.
• Certified PMP is a plus.

Physical Characteristics

-        Representable.