Duration: 12 Months Location: Elgin, Scotland
Hours: 8.30am - 5.00pm
Duties Include:
- Project Governance:
o Support the implementation of Programme/Project Governance.
o Develop tiered reporting structure and ensure good communication, information flow and escalation routes.
o Compile reports and presentations which follow the tiered governance structure i.e. A3's and SteerCo decks.
o Manage Teams and IA SharePoint folder file structure and access.
o Document Control in line with client standards and audit compliance.
o Develop workstream structure and tracking.
- Project Controls:
- Point of contact and work alongside external Project Controls consultant.
o Schedule
Assist in the development of project plans, timelines, and milestones.
Flag programme risks which are raised through the tiered governance structure.
o Risk
Assist in identifying project risks and issues which are raised in tiered governance structure.
Track the resolution of issues and updating risk registers.
o Cost
Support Programme Manager and Project Managers on cost reporting and management.
Ensure information flow between suppliers, consultants and project team.
o Change Management
Develop scope change register for each project.
Work with package leads and stakeholders to identify scope changes early.
Document scope changes and outcome.
- General:
o Facilitate communication between project teams and stakeholders.
o First point of escalation for project team.
o Develop Programme/Project calendar to ensure correct representation
o Coordinate project meetings, workshops, and presentations.
o Track resource allocation, availability and annual leave to optimise project efficiency.
o Schedule meetings and Zoom calls on behalf of project team
o Attend project meetings and recording minutes / update action trackers
o Compile data and generate regular reports for project stakeholders.
o Develop audit schedules, track and communicate learnings/findings.
o Work with Programme/Project manager to record progress - images and video
- Commercial Admin:
o Implement Purchase Order system for Programme/Project Managers can review and approve prior to Coupa approval.
o Process requests to; create, amend and maintain Purchase Orders on COUPA for projects.
o Issue resolution for any PO issues.
o Run detailed monthly SAP reports in agreed reporting format.
o Lead Asset Under Construction process at the close-out stage of projects
- Travel to site in line with duties as and when required
You will be successful in this role if you;
- Have the ability to work well within a team as well as the ability to make effective decisions and thrive in situations where they can solve problems.
- Work alongside both internal and external partners to achieve individual and shared outcomes.
- Have a Desire to be proactive and create a positive experience for others.
Skills:
- Have validated IT skills as you are going to be responsible for management reporting systems
- Ability to collaborate and coordinate with cross-functional teams.
- Excellent verbal and written communication skills for effective interaction with project teams and stakeholders.
- Strong organisational skills to manage multiple tasks and projects simultaneously.
- Meticulous approach to project documentation and data management.
- Experience of utilising a range of computer packages including Microsoft Office and SAP as well as open to learning new packages
- Ability to use initiative when required.
- A flexible approach to work and an ability to work under pressure.
- Self-confident and self-motivated.