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Project Portfolio Analyst

PERMANENT POSITION

Division:
Managed Services
Reports to:
PMOaaS Manager

Apply for the Role

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The PMO analyst’s role is to manage and control documents, such as form templates, meeting minutes, reports, plans, and schedules.

The PMO analyst is also responsible for the administration of the Hummingbird PPM platform, managing and supporting the access to the platform, supporting Project Managers in delivery, reports and dashboard management, workflow management, cadence and governance aligned to the agreed standards and ensuring that the Hummingbird PPM platform is operating and delivering to the defined solution.

The PPM analyst is the central point of contact for Hummingbird support providing project and contracts administrative support, for the management and delivery of projects across the client services.

Document control and system management

  • Coordinate the transmittal of department and project documents within the company, its clients and other 3rd parties
  • Assist with the establishment, implementation and maintenance of various department Systems
  • Support and management of the Hummingbird PPM platform

 Administrative Support

  • Provide high-level administrative support by coordinating correspondence, preparing statistical reports, handling information requests, and performing PMO work such as:
    • Prepare agendas and minutes for meetings. Advanced minute taking skills required
    • Touch typing preferred
    • Preparation of reports, letters, emails, and other documents using Microsoft software
  • Electronic filing of relevant documentation
  • Schedules management
    • Critical evaluation and updating of various documents associated with Project Management Plans.
    • Printing, binding and other similar office duties
    • Other general administrative duties as requested
  • Effectively organise and support the commitments of the Project Portfolio Manager (scheduling diaries, arranging conference calls, prioritising tasks, meeting tight deadlines, making travel arrangements, etc.)
  • Consolidate Portfolio, Program and Project information and provide weekly status reporting
  • Coordinate with the Hummingbird team and changepoint to improve existing processes for maximum clarity, efficiency and success
  • Develop and maintain Standard Operating Procedures/Processes for Client activities
  • Identify process improvements to the Client activities and workflows
  • Proactive support for the generation of metrics (e.g., dashboards) used by program management, maintenance of data sources (through the Hummingbird Platform) related to dashboard-based deliverables
  • Proactive execution of PMO tasking as required to support program objectives and deadlines

Project monitoring

  • Basic monitoring of project costs, progress against schedule from the Project Management System
  • Monitoring and management of the Hummingbird PPM solution usage

Work Health & Safety

  • Responsible for own safety and the safety of others
  • Promote Zero Harm and adhere to safety policies and procedures at all times

Qualifications

  • Project Coordinator or Certificate in Project Management. Credit or Distinction level average
  • You must be an Australian citizen and will possess or be willing to go through the process to obtain and maintain a (Baseline, NV1) personnel security clearance

Experience

  • At least 2 years experience in a similar PMO or Project Coordinator / Analyst / Scheduler position
  • At least 2 years experience in an Administration role
  • Able to research and write up a project related brief

Skills/ Knowledge of:

  • Administration support
  • Fast and accurate typing skills
  • Intermediate presentation and reporting skills
  • Intermediate researching and analysis skills (use of excel pivots, filters and formulas)
  • PPM Platform (Planview/Changepoint SA or Daptive) preferred but not essential
  • MS Project
  • MS Office Suite: Visio, Access, Word, Excel, PowerPoint
  • Waterfall and Agile methodology
  • Understanding different methodology and frameworks
  • Maintaining Methodology and Frameworks (preferred not essential)
  • Coordinating workstream progress and risk reports
  • Solid appreciation/ understanding and an ability to navigate a multi-stakeholder environment.

Personal Style

  • Emotionally astute. Warm, sincere, collaborative, and helpful
  • Professional, commercially adept, confident
  • Adaptive, resilient
  • Articulate in speech and documentation with strong attention to detail and very organised
  • Proactive, positive, can-do attitude
  • Team player
  • Consultative approach in client liaison
  • Strong personal leadership, initiative, and motivation
  • Strong integrity, confidentiality, and work ethic

 Competencies

  • Proactive delivery – striving to exceed expectations, demonstrating accountability for keeping own performance on track
  • Conflict management – able to remain calm under pressure and able to diffuse difficult situations by effectively managing customer expectations
  • Persuasive influencing – tailoring information, insights and arguments for different stakeholders
  • Critical thinking – able to define problems, collect data, establish facts and draw valid conclusions
  • Ations or strategies into simple to understand clear concepts and objectives for project execution
  • Teamwork – building mutual support and understanding with colleagues across functions
  • Setting the direction – providing a clear sense of direction by aligning goals, objectives and priorities to business strategies
  • Driving continuous improvements – challenging current practice to drive innovation in everything they do
  • Owning your development – demonstrating a commitment to personal learning and development

Measures

  • Subject matter expertise and rating on the various skill areas within Professional Services
  • Engagement and feedback from Professional Services Director, clients and sales personnel
  • Billable and utilization percentage as a function of time-reporting
  • Stakeholder management skills: Clearly and effectively communicates with Customers and ensures that Custom­ers understand and have visibility to activities and deliverables as required demonstrating company values in all customer interactions
  • Creation and delivery of new and updated services as developed within Hummingbird
  • Experience with/Exposure to working in high-risk technical environments and with challenging customers
  • Experience with high-profile accounts and contribute to shaping Professional Service delivery within those customers
  • Flexibility: a willingness to do whatever it takes for the greater good in the delivery of the engagement
  • Communication: ability to communicate effectively and professionally with all functions of Hummingbird and customers
  • Actively supports and participates in a culture of knowledge sharing

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones. While performing the duties of this job, the employee is regularly required to talk or hear

Project Portfolio Analyst

PERMANENT POSITION

Division:  Managed Services
Reports to: PMOaaS Manager

The PMO analyst’s role is to manage and control documents, such as form templates, meeting minutes, reports, plans, and schedules.

The PMO analyst is also responsible for the administration of the Hummingbird PPM platform, managing and supporting the access to the platform, supporting Project Managers in delivery, reports and dashboard management, workflow management, cadence and governance aligned to the agreed standards and ensuring that the Hummingbird PPM platform is operating and delivering to the defined solution.

The PPM analyst is the central point of contact for Hummingbird support providing project and contracts administrative support, for the management and delivery of projects across the client services.

Document control and system management

  • Coordinate the transmittal of department and project documents within the company, its clients and other 3rd parties
  • Assist with the establishment, implementation and maintenance of various department Systems
  • Support and management of the Hummingbird PPM platform

 Administrative Support

  • Provide high-level administrative support by coordinating correspondence, preparing statistical reports, handling information requests, and performing PMO work such as:
    • Prepare agendas and minutes for meetings. Advanced minute taking skills required
    • Touch typing preferred
    • Preparation of reports, letters, emails, and other documents using Microsoft software
  • Electronic filing of relevant documentation
  • Schedules management
    • Critical evaluation and updating of various documents associated with Project Management Plans.
    • Printing, binding and other similar office duties
    • Other general administrative duties as requested
  • Effectively organise and support the commitments of the Project Portfolio Manager (scheduling diaries, arranging conference calls, prioritising tasks, meeting tight deadlines, making travel arrangements, etc.)
  • Consolidate Portfolio, Program and Project information and provide weekly status reporting
  • Coordinate with the Hummingbird team and changepoint to improve existing processes for maximum clarity, efficiency and success
  • Develop and maintain Standard Operating Procedures/Processes for Client activities
  • Identify process improvements to the Client activities and workflows
  • Proactive support for the generation of metrics (e.g., dashboards) used by program management, maintenance of data sources (through the Hummingbird Platform) related to dashboard-based deliverables
  • Proactive execution of PMO tasking as required to support program objectives and deadlines

Project monitoring

  • Basic monitoring of project costs, progress against schedule from the Project Management System
  • Monitoring and management of the Hummingbird PPM solution usage

Work Health & Safety

  • Responsible for own safety and the safety of others
  • Promote Zero Harm and adhere to safety policies and procedures at all times

Qualifications

  • Project Coordinator or Certificate in Project Management. Credit or Distinction level average
  • You must be an Australian citizen and will possess or be willing to go through the process to obtain and maintain a (Baseline, NV1) personnel security clearance

Experience

  • At least 2 years experience in a similar PMO or Project Coordinator / Analyst / Scheduler position
  • At least 2 years experience in an Administration role
  • Able to research and write up a project related brief

Skills/ Knowledge of:

  • Administration support
  • Fast and accurate typing skills
  • Intermediate presentation and reporting skills
  • Intermediate researching and analysis skills (use of excel pivots, filters and formulas)
  • PPM Platform (Planview/Changepoint SA or Daptive) preferred but not essential
  • MS Project
  • MS Office Suite: Visio, Access, Word, Excel, PowerPoint
  • Waterfall and Agile methodology
  • Understanding different methodology and frameworks
  • Maintaining Methodology and Frameworks (preferred not essential)
  • Coordinating workstream progress and risk reports
  • Solid appreciation/ understanding and an ability to navigate a multi-stakeholder environment.

Personal Style

  • Emotionally astute. Warm, sincere, collaborative, and helpful
  • Professional, commercially adept, confident
  • Adaptive, resilient
  • Articulate in speech and documentation with strong attention to detail and very organised
  • Proactive, positive, can-do attitude
  • Team player
  • Consultative approach in client liaison
  • Strong personal leadership, initiative, and motivation
  • Strong integrity, confidentiality, and work ethic

 Competencies

  • Proactive delivery – striving to exceed expectations, demonstrating accountability for keeping own performance on track
  • Conflict management – able to remain calm under pressure and able to diffuse difficult situations by effectively managing customer expectations
  • Persuasive influencing – tailoring information, insights and arguments for different stakeholders
  • Critical thinking – able to define problems, collect data, establish facts and draw valid conclusions
  • Ations or strategies into simple to understand clear concepts and objectives for project execution
  • Teamwork – building mutual support and understanding with colleagues across functions
  • Setting the direction – providing a clear sense of direction by aligning goals, objectives and priorities to business strategies
  • Driving continuous improvements – challenging current practice to drive innovation in everything they do
  • Owning your development – demonstrating a commitment to personal learning and development

Measures

  • Subject matter expertise and rating on the various skill areas within Professional Services
  • Engagement and feedback from Professional Services Director, clients and sales personnel
  • Billable and utilization percentage as a function of time-reporting
  • Stakeholder management skills: Clearly and effectively communicates with Customers and ensures that Custom­ers understand and have visibility to activities and deliverables as required demonstrating company values in all customer interactions
  • Creation and delivery of new and updated services as developed within Hummingbird
  • Experience with/Exposure to working in high-risk technical environments and with challenging customers
  • Experience with high-profile accounts and contribute to shaping Professional Service delivery within those customers
  • Flexibility: a willingness to do whatever it takes for the greater good in the delivery of the engagement
  • Communication: ability to communicate effectively and professionally with all functions of Hummingbird and customers
  • Actively supports and participates in a culture of knowledge sharing

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones. While performing the duties of this job, the employee is regularly required to talk or hear

Apply for the Role

Choose File

Our Company

Hummingbird is an innovative and modern services company…Our business will use IT to deliver business outcomes: predictively spot new business opportunities, deliver hyper personalised experiences to our clients, and innovate at a pace that has never been achieved before. Through our people, tools and processes we will provide & optimize operations in real time while remaining trustworthy, secure, transparent, and in compliance with our client’s requirements.

What you will get in return.

You will be joining a company that has successfully built a strong knit, open and collaborative, caring team. You will be joining a flexible work environment; in a supportive environment with a manager who is invested in your career and future growth within the business. In summary the chance to work in this high performing, energetic and dynamic team, a permanent role with solid benefits, and a strong career progression. Great personal development and training will be provided into the next generation of Project Management capabilities.