Program Analyst (PMO) — Governance Office

Program Analyst (PMO) — Governance Office (JD v3)

Company: Aeonn Ark Private Limited
Reporting to: ED Governance (PMO Office)Portfolio: 4 verticals (scope assigned by ED Governance)Role type: Full-timeLocation: Coimbatore / as applicable

Role intent

This role runs the governance engine for Aeonn Ark.

You do not own execution delivery. You own:

• portfolio visibility
• documentation control
• reporting integrity
• escalation discipline
• budget variance tracking

Mandate: status is accepted only with evidence links. If it is not captured in the PMO system, it does not exist.

Outcomes that define success (first 12 weeks)

• One live portfolio view across all 4 verticals, updated weekly.
• Weekly pack and monthly governance pack published on time, same format, every cycle.
• Every initiative has: owner, milestones, dependencies, RAG, evidence links.
• RAID + decision log + change log are current and used.
• Budget baseline vs actual vs forecast is tracked with approval trails.
• Governance breaches are escalated early with “decision required” notes.

How the PMO runs

Weekly

• Collect owner updates before reviews (pre-reads).
• Publish vertical views and consolidated portfolio pack for ED Governance.
• Run action closure discipline.

Monthly

• Publish governance pack: trends, variance, slippage aging, decision gates.

Meeting hygiene rules

• Updates are due before the meeting.
• Minutes + action tracker published within 24 hours.

Core responsibilities

1) Portfolio register + plan discipline

• Maintain the master initiative register (initiative → owner → vertical → milestones → dependencies → status).
• Create and maintain baseline milestone plans.
• Maintain cross-vertical dependency map.

Baseline rule: baseline is frozen after approval. Re-baseline requires a change request with rationale and approval evidence.

2) Weekly and monthly reporting (decision-grade)

• Produce and publish:
• Weekly Portfolio Pack
• Monthly Governance Pack
• Apply uniform RAG rules and keep reporting factual.
• Maintain portfolio dashboards (Power BI / Excel as directed).

3) RAID management (Risk, Assumptions, Issues, Dependencies)

• Maintain live RAID with owner, mitigation, due date, and closure.
• Track aging and highlight cross-vertical conflicts early.

4) Decision log + change control

• Maintain decision log (what, who, date, rationale, link to evidence).
• Maintain change log for scope/timeline/budget changes.
• Keep “draft vs final” explicit at all times.

5) Budget variance tracking (mandatory)

For every initiative, track:

• Budget baseline
• Approved changes (with approval reference)
• Actuals-to-date
• Forecast-to-complete
• Variance (₹ and %) + reason
• Mitigation + decision required (if any)

Variance rule: no variance reporting without evidence link + owner explanation. Approval-required variance must include approval trail.

6) Governance enforcement (non-negotiable)

• Enforce governance rules mandated by ED Governance.
• Detect and escalate breaches within the same reporting cycle.
• Write escalation notes with:
• breach / blocker
• impact
• owner
• decision required
• deadline
• evidence links

Stop-the-line triggers

• Missing mandatory artifacts by deadline
• Uncontrolled document versions/documents outside the mandated repository
• Red status with no decision request
• Budget variance without evidence or an approval trail
• Repeated carry-forward actions without mitigation update

7) Repository + template ownership

• Own PMO templates: status update, RAID, decision log, change request, minutes, action tracker.
• Maintain SharePoint PMO library structure and metadata hygiene (with IT/admin support).

Mandatory deliverables

Weekly Portfolio Pack (minimum)

• Portfolio dashboard (by vertical + initiative) with RAG
• Top 5 decisions required (with decision owner)
• Milestones plan vs actual + forecast (with evidence links)
• RAID summary (top items + aging)
• Change requests pending
• Action tracker (owner + due date)
• Budget variance summary (baseline vs actual vs forecast)

Monthly Governance Pack (minimum)

• Vertical-wise performance trends
• Slippage aging and recurring bottlenecks
• Governance compliance (breaches opened/closed)
• Budget variance roll-up + approvals pending
• Decisions pending (aging + decision owner)

RAG definitions

Green: milestones on plan + required artifacts uploaded + no unresolved critical dependency.

Amber: risk or dependency risk exists and mitigation is active (owner + due date).

Red: milestone missed/blocked OR dependency unresolved with impact OR approvals/artifacts missing.

Rule: RAG must include evidence links. No verbal status.

Escalation protocol

• Initiative owner (written note + action + due date)
• Vertical lead (if no response/no unblock)
• ED Governance with “decision required.”

Chairman escalation only when instructed by ED Governance.

Cycle rule: if no response within the reporting cycle, status moves to Amber/Red, and the breach is logged.

Tools & systems

Mandatory

• SharePoint (PMO library as single source of truth)
• Excel (advanced)
• PowerPoint (pack building)

PM planning tool (one required; MS Project preferred)

• MS Project or equivalent (Smartsheet / Monday.com

Action tracking (any one)

• Planner / Jira / Asana / ClickUp / Trello

Dashboards

• Power BI (preferred) or Excel dashboards, as directed by ED Governance

Tool governance: PMO will standardize on one toolset. The candidate must adapt fast.

Minimum capability (tool-agnostic)

• Build a baseline plan (milestones/WBS)
• Set dependencies and understand critical path basics
• Update actuals and forecast dates weekly
• Export plan-vs-actual snapshot into the weekly pack
• Maintain RAID + decision + change logs
• Track budget variance with approval trail

Experience requirements

• 2–5 years in PMO / program reporting / ops / business operations / operations analytics.
• Strong documentation discipline and follow-through.
• Comfortable working with senior stakeholders and holding process discipline.

Behaviour standards (must-have)

• Evidence-first reporting. No status theatre.
• No missed reporting deadlines.
• No undocumented decisions.
• No uncontrolled document sprawl.
• Push back politely but firmly on governance breaches.

No-go behaviours

• Manipulating RAG to please stakeholders
• Treating drafts as executable finals
• Reporting budget variance without evidence and approval trail
• Accepting informal approvals if outside governance process

30 / 60 / 90-day performance gates

Day 0–30 (proof of discipline)

• Master initiative register live for assigned scope (all 4 verticals visible)
• Baseline milestones captured and published
• First weekly pack published with evidence links
• RAID + decision log + change log + action tracker running

Day 31–60 (governance enforcement)

• Stable weekly cadence with accurate data (spot checks pass)
• Change control used for re-baselines and scope/budget changes
• At least one governance breach handled correctly (escalation + closure trail)

Day 61–90 (value addition)

• Monthly governance pack becomes predictable and decision-grade
• Trend insights delivered (recurring bottlenecks + fixes)
• Fewer surprises in reviews

Interview assessment (pass/fail)

• Excel test: build portfolio dashboard from raw updates (RAG + variance)
• Planning test (any PM tool): create baseline plan + weekly update snapshot
• Pack test: produce a 5-slide weekly portfolio pack with evidence links
• Writing test: 150-word escalation note with “decision required” + deadline
• SharePoint test: propose folder structure + naming/versioning approach

PROJECT STATE

A. Entities + ownership + jurisdictions

• Aeonn Ark Pvt Ltd; portfolio covers 4 verticals (names not listed here).

B. Cash on hand + monthly burn + committed obligations

• Unknown.

C. Revenue pipelines (deal name, stage, value, probability)

• Unknown.

D. Top 5 priorities + deadlines

• Implement governance-grade PMO system across 4 verticals under ED Governance (dates not provided).

E. Open risks + unresolved decisions

• Final written governance rules (approval channels, doc control) must be locked and circulated.

F. Decision Log

• PMO role reports to Remya, ED Governance, PMO Office.
• Tool stack confirmed: SharePoint + action tracking + dashboards; PM planning tool is MS Project or equivalent.

Job Types: Full-time, Permanent

Benefits:

• Health insurance
• Provident Fund

Work Location: In person