PMO Administrator

1. PMO Governance & Coordination

• Support implementation of MATARAT / SJ governance processes and procedures across JEDCO projects.
• Maintain PMO trackers, registers, action logs, decision logs, and governance records.
• Coordinate collection and consolidation of project information from project teams.
• Monitor reporting submissions, deadlines, and compliance with PMO requirements.
• Support project health checks, audits, and governance reviews.
• Track identified gaps and follow up on corrective actions.

2. Portfolio Management Support

• Maintain and update the JEDCO project and portfolio master register.
• Coordinate collection, validation, and consolidation of portfolio data from various departments.
• Support portfolio refresh, project status, budget, cashflow, forecast, and milestone updates.
• Maintain portfolio trackers in coordination with respective teams covering scope, schedule, budget, risks, changes, and key milestones.
• Support preparation of portfolio dashboards, management reports, and presentations.
• Identify data gaps and inconsistencies and coordinate with stakeholders for resolution.
• Support portfolio reviews and ensure information aligns with MATARAT reporting and governance requirements.

3. PMIS Administration

• Support the administration and day-to-day use of PMIS platforms such as Aconex, Primavera , Unifier, Autodesk Construction Cloud, SAP, or similar systems.
• Maintain project data, workflows, user access, registers, and reporting information.
• Perform basic data quality and completeness checks.
• Support PMIS user onboarding, training, and user assistance.
• Coordinate with IT, system administrators, and vendors to resolve system issues.

4. Stage Gate Support

• Support implementation of the MATARAT / JEDCO Stage Gate Framework.
• Coordinate stage-gate schedules, submissions, checklists, and required deliverables.
• Support for gate review documentation, approvals, decisions, and action logs with project controls teams.
• Support the Senior Manager and Project Controls team during gate reviews.

5. P3M3 Maturity Support

• Support P3M3 maturity assessment and improvement activities.
• Maintain P3M3 evidence registers, assessment records, and action trackers.
• Coordinate collection of supporting evidence from relevant stakeholders.
• Support P3M3 workshops, awareness sessions, and improvement initiatives.
• Monitor progress against the P3M3 improvement roadmap and provide status updates.

6. Process & Procedure Management

• Support development, review, and maintenance of PMO processes, SOPs, templates, guidelines, and workflows.
• Prepare and update process maps using Microsoft Visio.
• Maintain document version control and PMO document repositories.
• Support standardization and continuous improvement of PMO processes.

7. Reporting & Analytics

• Coordinate weekly, monthly, and periodic PMO reporting requirements.
• Collect, validate, and consolidate project and portfolio information.
• Support preparation and maintenance of Power BI dashboards and PMO reports.
• Prepare presentations, charts, dashboards, and management information.
• Ensure reporting data is accurate, complete, and submitted within agreed timelines.

8. Meeting & Stakeholder Coordination

• Coordinate PMO meetings, workshops, governance reviews, and project coordination meetings.
• Prepare agendas, presentations, and meeting materials.
• Prepare and circulate Minutes of Meetings (MoM) and track actions to closure.
• Coordinate with Engineering, Finance, Procurement, Commercial, Operations, Strategy, Project Controls, consultants, and contractors.
• Follow up on information requests and outstanding actions.

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