Department Manager, Portfolio & Program Management

Department Manager, Portfolio & Program Management

10-13 years
Not Specified

Job Description

Job Description
Job Title: Department Manager, Portfolio & Program Management
Reports to: VP Transformation & Program Management
Unit / Division: Transformation & Program Division
Department / Section: Transformation & Program Division
Job Family / Sub Family: Business Planning & Performance/Strategy
Lead the design, implementation and review of transformation initiatives applying change management and continuous improvement best practices in order to deliver operational excellence across the organization consistent with the strategic objectives of Company Distribution.
Direct management of critical/ high-priority initiatives, working directly with the Project Delivery team Project manages from financial impact, strategic alignment and delivery point of view Provides oversight and support to BAU projects, monitoring progress and enabling with the right tools and methodology
Set up and manage on daily basis the Corporate Program Management Office to report, prioritize and enable key strategic company-wide initiatives and conduct risk management, resource management, interdependency management and other standard PMO activities to ensure successful execution of these initiatives
Act as secretary of the ExCom, Executive Director Meetings, and Executive Leadership Team (ELT) meetings, structure and prepare the agendas, develop the pre-reading, update the action tracker, prepare minutes of meetings and follow up on progress reporting. Liaise with ELT members to ensure timely and qualitative submission of materials for information, endorsement or approval and regularly report on their pending actions
Support the office of the CEO with ad-hoc advisory services, organizational support and business reviews. Regularly synchronize with General Council office on preparation of the Board meetings, including but not limited to pre-reading, actions and minutes of meeting.
Job Specific Accountabilities
.Secretary of Excom, Executive Director meetings with Company Distribution, and ADD internal Executive Leadership Team meetings
.Support the office of the CEO with ad-hoc advisory, organizational support and business reviews
.Synchronize with General Council for the preparation of Board meetings
.Establish and run the Corporate Program Management Office for Company Distribution key strategic projects
.Liaise with C-suite and ELT members on frequent basis and build consensus and alignment on PMO initiatives and corporate actions
.Frequently report on progress and act as escalation body for any cross-functional matters arising from PMO initiatives and/or corporate actions
.Standardize PMO methodology and tools and ensure adoption in the wider organization
.Streamline, prepare and submit regular reports and action / project status trackers from Company Distribution to company HQ (monthly, weekly)
Project Planning
. Lead project planning process by establishing change charter, project plan, communication plan, steering and working committee groups, stakeholder list, budgets, measurable deliverables, KPIs, etc. are ensuring to define and agree with key stakeholders.
Project, Program, Portfolio Management and PMO
.Implement and enforce industry best practices and tools to increase the project management best return on investments. In addition, to insure the projects are completed within the time, cost and resources set in advance.
.Set KPIs for project management follow-up, evaluation and adjustment.
.Increase the projects and portfolio management maturity within the organization. Set standards, best practices and project management certifications.
.Implement measurement tools and processes to evaluate the project and portfolio management efficiency and results.
.Provide support, advice and assistance to people and/or departments across the organization managing their own strategic projects and initiatives.
.Develop, maintain and ensure proper application of policies, procedures, work methods, uniform standards and systems to cover, regulate and standardize various activities in the area of projects and portfolio management within the entire company projects.
.Establish organization standard and policies for the project management practices, including labour utilization and mobilization. Lead, motivate, review and monitor the performance of the teams staffed with specialists within the company to ensure the effective implementation of the agreed plan.
.Direct and drive the quality assurance process of all transformation initiatives, ensuring the required policies and procedures are defined, implemented, and monitored as per the strategic objectives.
.Guide the development of detailed implementation plans to ensure achievement of project objectives in accord with business requirements.
.Participate with the VP transformation in managing the program management efforts in the planning, organizing, management and control of the various stages in the Project Life Cycle in order to ensure that the project cycle is completed, meeting agreed project parameters standards and objectives.
.Lead and guide the development, definition and monitoring of project control mechanisms in order to ensure successful completion of projects in line with stakeholder and strategic objectives.
.To be responsible for tracking the project performance through developing and maintaining Projects Status Executive Dashboard in the business intelligence system and implement metrics that measure project performance.
.Support the VP transformation in leading and managing the portfolio management team ensuring that all business change projects are being managed from inception, delivery to closure supporting across the lifecycle of project delivery and benefits realisation, within corporate project management strategy and guidelines and aligned with the intended objectives of the project in order to successfully finalize projects within budget.
Operational excellence
.Keep up to date on current and evolving operational excellence trends which could make a material improvement to business performance, e.g. digital developments such as predictive analytics, RPA, Blockchain.
.Produce regular reports for Project Sponsors, ELT and VP Corporate Excellence giving updates on current projects and for future projects that have been submitted for evaluation, as appropriate.
Generic Accountabilities
.Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
.Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.
.Provide input for preparation of the Section / Department budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives.
.Investigate and highlight any significant variances to support effective performance and cost control
Policies, Systems, Processes & Procedures
.Implement approved Section / Department policies, processes, systems, standards and procedures in order to support execution of the Section's / Department work programs in line with Company and International standards.
Performance Management
.Contribute to the achievement of the approved Performance Objectives for the Section / Department in line with the Company Performance framework. Innovation and Continuous Improvement
.Design and implement new tools and techniques to improve the quality and efficiency of operational processes.
.Identify improvements in internal processes against best practices in pursuit of greater efficiency in line with ISO standards in order to define intelligent solutions for issues confronting the function.
Health, Safety, Environment (HSE) and Sustainability
.Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and Company Code of Practices.
. Provide inputs to prepare Section MIS and progress reports for Company Management.
. Finance
. IT
. Retail
. Commercial
. Operations
. Technical and Business Development
. Consultants
. Focus groups
Minimum Qualification
.Bachelor's degree Engineering, Business Administration or equivalent
.Preferably Master of Business Administration.
Minimum Experience & Knowledge & Skills
.Minimum 10 years of project management experience in strategy/management consulting with a leading tier 1 or 2 firm.
.Demonstrated proficiency in strategy and strategic planning, transformation, and organizational change, PMO and project management.
Professional Certifications
.Preferably certified in a reputable project management professional methodology

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