Manager-PMO Operations

The PMO (Project Management Office) Operations role is designed to ensure that the processes, standards, and practices of the PMO are implemented and maintained at the highest level of quality across the organization. This position supports the execution of company strategy through effective project governance, resource management, performance tracking, cost optimisation forecasting, and the continuous improvement of project management methodologies. The PMO Operations specialist acts as the backbone of the PMO, ensuring that all projects are aligned with organizational goals and are delivered efficiently, on time, and within budget.

Key Responsibilities

• PMO Governance and Frameworks:
• Develop, implement, and maintain standardized project management methodologies, templates, and tools.
• Monitor compliance with PMO policies and procedures.
• Ensure all projects adhere to organizational governance standards.
• Facilitate the adoption of industry best practices across project teams.

Portfolio Management:

Support the evaluation, selection, and prioritization of projects in line with strategic objectives.

Maintain an up-to-date portfolio dashboard tracking project status, risks, performance metrics, and cost optimisation forecasts.

Assist in resource allocation and demand management, highlighting potential conflicts or bottlenecks.

Cost Optimisation Forecasting:

Develop and maintain cost forecasting models to identify opportunities for cost savings across projects and portfolios.

Collaborate with finance, procurement, and project teams to monitor budgets and implement cost optimisation initiatives.

Regularly review project expenditures, analyze trends, and recommend strategies for budget efficiency.

Project Reporting and Analytics:

Gather, analyze, and distribute project performance data to stakeholders with a focus on cost effectiveness and forecasted savings.

Prepare reports, dashboards, and executive summaries for leadership review, highlighting cost optimisation efforts and outcomes.

Monitor KPIs such as schedule adherence, budget compliance, realized benefits, and cost optimisation targets.

Recommend corrective actions based on trend analysis, forecasted costs, and historical data.

Process Improvement:

Continuously assess and refine PMO operations to enhance efficiency and effectiveness, with a focus on reducing operational costs.

Lead or participate in initiatives to automate, streamline, and digitize PMO processes for improved cost control.

Solicit feedback from project managers and stakeholders to identify opportunities for cost savings and operational improvement.

Resource and Capacity Management:

Assist in tracking project resource needs and availability across the organization, seeking opportunities to optimize resource-related costs.

Collaborate with functional managers to ensure optimal resource allocation and cost efficiency.

Maintain accurate records of resource assignments, workloads, skills inventories, and costs.

Risk, Issue, and Change Management:

Monitor project risks, issues, and changes, ensuring these are logged, tracked, and escalated appropriately, including any potential cost implications.

Support the development and implementation of mitigation and contingency plans that address financial risks.

Facilitate structured change control processes, maintain change logs, and track related cost impacts.

Training and Knowledge Management:

Organize and deliver training sessions for project managers and team members on PMO tools, templates, best practices, and techniques for cost forecasting and optimisation.

Maintain a central repository for PMO documentation, lessons learned, cost-saving strategies, and knowledge assets.

Encourage a culture of continuous learning and professional development within the PMO, especially around financial stewardship.

Stakeholder Communication and Engagement:

Act as a liaison between project teams, leadership, and external vendors as needed, especially regarding forecasts and cost management.

Facilitate effective communication of PMO initiatives, project statuses, and cost optimisation reports.

Support stakeholder engagement by providing timely and relevant information on financial health and forecasts.

Required Skills and Qualifications

• Bachelor’s degree in Business Administration, Project Management, Finance, or related field (Master’s degree preferred).
• Professional certifications such as PMP, PRINCE2, or PMO-CP are highly desirable.
• Minimum 10+ years of experience in a project management, PMO, operations support, or financial forecasting role.
• Strong understanding of project and portfolio management methodologies (e.g., Agile, Waterfall, Hybrid).
• Advanced proficiency in project management and financial forecasting tools (e.g., MS Project, Jira, Asana, Smartsheet, Excel).
• Excellent data analysis, cost modelling, reporting, and presentation skills.
• Superior organizational and multitasking abilities.
• Exceptional communication, negotiation, and stakeholder management skills.
• Problem-solving mindset with a focus on process improvement, innovation, and cost optimisation.
• Ability to work collaboratively in cross-functional teams and influence without authority.

Key Competencies

• Attention to Detail: Capable of managing complex data and financial documentation with precision.
• Analytical Thinking: Able to interpret quantitative and qualitative information, including cost forecasts, to drive decisions.
• Initiative: Proactively identifies and addresses operational and financial issues and improvement opportunities.
• Adaptability: Comfortable navigating changing priorities and dynamic project environments.
• Collaboration: Fosters a spirit of teamwork and inclusivity across diverse groups.
• Customer Focus: Dedicated to meeting the needs of internal and external stakeholders, including financial stakeholders.

Typical Day-to-Day Activities

• Conduct daily status checks and update project dashboards with performance and cost forecasts.
• Prepare, review, and distribute regular project reports to stakeholders, including cost optimisation updates.
• Facilitate PMO meetings, including agendas, minutes, action item tracking, and cost optimisation discussions.
• Coordinate resource requests and assist with onboarding new project team members with consideration for budget impacts.
• Support risk, issue, and change management processes, especially regarding financial risks and cost controls.
• Respond promptly to project manager and stakeholder inquiries, particularly those related to cost forecasts and budgeting.
• Assist in the preparation and delivery of PMO training workshops, focusing on budget management and cost optimisation.
• Update and maintain PMO documentation, knowledge bases, and financial records.
• Participate in process improvement and automation initiatives designed to optimise costs.

Success Metrics

• Project delivery timelines met or exceeded organizational benchmarks.
• Improved project success rates and reduced failure or delay incidents.
• High stakeholder satisfaction scores and positive feedback.
• Efficient resource utilization and reduced bottlenecks.
• Adherence to PMO policies, standards, reporting requirements, and cost optimisation targets.
• Continuous improvement in PMO processes, tools, and practices, with measurable cost savings.