PMO Analyst

4 weeks ago

Auckland City, New Zealand Tribe Group Full time

**About the Company**:
In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

**Role Purpose**

The role of the PMO Analyst is focused on consistent flow of current, accurate and usable information to and from Project Managers & Delivery Teams and the Project Management Office, Senior Leadership Teams and the Executive Team. The PMO Analyst is tasked with the timely collection, validation of project status information from project managers to support reporting to an Enterprise Programme Governance Board. This includes status updates, risks profile, financial tracking and forecasts and resource capacity. The PMO Analyst is tasked with collating and updating projections of project timing and resource allocations for the upcoming 6-month period to provide that capacity forecast. The role will be responsible for coordinating the onboarding, induction & training and offboarding of project resources. The PMO Analyst leverages project and portfolio information technology systems for curation of data, and preparation/presentation of reporting.

The role will support the Portfolio functions with document registries, template management, compliance, meeting coordination and communications.

The role will help coordinate and provide input into identifying the current maturity of the PMO practices, develop and help implement an improvement roadmap and report progress to the Chief Transformation Officer.

**You’re Accountable For**

**Strategy & Planning**
- Presentation and maintenance of a single and multi-year portfolio view of strategic priorities.
- Produce regular portfolio reporting with the status of existing projects.
- Report financials across the portfolio of projects, both actual expenditure and forecast budget.
- Produce a delivery timeline and forecast for future resource capacity.
- Attend various committee and Portfolio meetings, provide administrative support for pre-meeting agenda and communications, record keeping and follow-up with participant for updates for delivery of agreed action.
- Produce PMO maturity matrix, coordinate an improvement programme and report progress
- There may be an opportunity to provide project management support for small, distinct initiatives.

**Operational Management**
- Ensure timely entry and updating of data by the various project managers and reporting on deficiencies in data currency to Portfolio leadership.
- Work alongside project managers to ensure risk registers are in place and maintained with monthly reporting to Portfolio leadership.
- Collate risks and present a risk profile position across the portfolio of projects.
- Validate portfolio-level reporting before alerting senior leadership of its availability.
- Manage onboarding, induction & training and offboarding of staff involved in projects.
- Centrally receive and seek pre-approval for Portfolio / project invoices.
- Maintain portfolio organisation charts and communications.
- Develop and maintain Portfolio templates and forms.
- Manage and keep up to date the Business Transformation Office SharePoint page

**Administration**
- Coordinate various events in terms of facility, invitation, equipment, catering, and other logistics.
- Managing the Portfolio mailbox, calendar and distribution of messages.
- Coordinate central newsletter production and distribution.
- Manage and control key project documentation ensuring they are filed in a central Document Management System in an agreed file structure, with the latest version available and previous version archived.

**Other**
- Build and maintain effective relationships with a wide range of people in addition to your own team, including Executive project sponsors, project managers, senior managers, stakeholders, external agencies and vendors.
- Any other duties as reasonably required to support the General Manager, Projects & Change or other key stakeholders.
- Ensure all company policies, procedures and guidelines are followed and adhered to.

**Your Skills and Experience**
**Technical skills**
- Strong process, communication and interpersonal skills.
- Proficiency in the MS Office Suite, good knowledge of Excel and various project, Portfolio management platforms.
- Familiarity with the functioning of Portfolio and governance committees.
- Strong understanding of project and portfolio management techniques.
- High level of attention to detail.

**Experience**
***
- Demonstrated experience (ideally 3+ years) of portfolio management experience

**Qualifications**
- A Trained in project and portfolio management techniques

**At the appropriate stage we will request your references, we ask that you do not include them on

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