Project Control Officer

POSITION SUMMARY

Working closely with project managers, ePMO team members and other stakeholders, the Project Control Officer (PCO), Project Delivery is responsible for supporting all project delivery work in accordance with ePMO standards and methodology.

Reporting to the Senior Manager, Project Delivery, the PCO is responsible for supporting the project delivery work of the ePMO.

The key focus areas for this role are:

- Control and facilitate project delivery functions
- Facilitate and report on the implementation of ePMO Project Management on Demand (PMOD)
- Gather, review and provide key portfolio/project data
- Perform organizational functions of project delivery

DUTIES & RESPONSIBILITIES

Control and facilitate project delivery functions:

- Co-ordinate and control the end to end process of all key project artifacts, including but not limited to opportunity evaluations, business cases, project charters, baseline plans, change requests, status reports, milestones, achievements, benefits, internal/external resources, etc.
- Support project delivery members on the development of robust business cases and charters so that the project's scope, benefits, impacts and costs are fully described thereby resulting in effective and appropriate funding decisions 
- Conduct project gating and quality assessments of key project artifacts for go/no go decisions at various gates
- Facilitate the resolution of conflict that could arise due to inadequate status reporting, disagreement on progress to date, quality of issue management and/or miscommunication
- Raise issues to the appropriate senior management level for action inclusive of description of the issue, comprehensive analysis of options and recommendation for remediation
- Support the closing process for projects ensuring the artifacts are made available for lessons learned and for the update of impacted processes, tools and templates
- Control and maintain all documentation of key project artifacts
- Prepare key project artifacts for Project Quality review, Internal Audit, External Audit, etc.
- Liaise with ePMO Operations and Project Portfolio Management to facilitate governance effectiveness: status reporting, providing and updating key portfolio/project data, meeting materials, follow-up on action items, etc.
- Schedule and coordinate meetings, document minutes and update action item/issue ogs, etc in accordance with ePMO meeting protocols
- Assist with project status reporting meetings inclusive of articulation and documentation of issues

Facilitate and report on the implementation of ePMO Project Management on Demand (PMOD)

- Champion the project management best practices standards and methodology, actively participating in its implementation and operationalization
- Liaise with Standardsescalating issues to appropriate senior management level for action
- Make recommendations for improving PMOD standards and methodology, including processes, tools and templates
- Gather, review and provide key portfolio/project data
- Gather and review project status reports
- Co-ordinate, capture and produce key portfolio/project data to facilitate Portfolio level reporting from: opportunity evaluations, business cases, project charters, baseline, change requests, status reports, milestones, achievements, benefits, internal/external resources, etc.
- Review and analyze key portfolio/project data for data integrity. Scrub and/or follow-up with project team members to rectify
- Support Project Portfolio Management to maintain a project pipeline management' process
- Diagnose project trends, analyze and engage senior program/project management to address risks and opportunities within the program

Perform organizational functions of project delivery

- Manage the project document repository ensuring logical grouping, effective version control and leading the archiving process
- Organize and manage project manager forums and communications
- Support on-boarding and exiting of project delivery staff and contractors, including distribution of the ePMO orientation binder
- Update contact information for ePMO business continuity for project delivery staff and support business interruptions
- Work with ePMO Operations on directory and email distribution lists to facilitate ease of file access and retrieval in a secure manner for clients
- Support ePMO Operations with maintenance of ePMO assets for project delivery

COMPLEXITY/VARIETY

In support of the organization's desire for transformational change, the ePMO is accountable for large, complex, and cross-organizational projects which have the potential for multi year durations and require the participation of a range of internal stakeholders and external vendors; the department also provides support to a number of less complex business or operational unit projects.

The Project Control Officer (PCO), Project Delivery plays a key role in ensuring the effective and efficient operation of project delivery.

Complexity occurs in managing and coordinating the requirements of multiple ePMO processes within a dynamic environment while ensuring that they are aligned as required with Portfolio and Project Quality guidelines.

Strong communication skills, both verbal and written, are essential in championing and influencing change.  At the same time, the position requires hands on responsibility in order to deliver on specific tasks requiring completion. 

ACCOUNTABILITY

The Project Control Officer (PCO), Project Delivery is a critical role in fulfilling the ePMO project delivery functions. This role will function with a moderate degree of supervision, taking accountability for supporting and facilitating project delivery work.

KNOWLEDGE

- Bachelor in Business Management or equivalent
- Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) or equivalent an asset
- Process improvement methodology such as Lean or Six Sigma accreditation an asset
- 5-7 years in a project or PMO environment
- Significant competency in typical PM and office productivity software (Microsoft Project, Visio, Excel, PowerPoint, Access, etc)
- Strong analytical acumen
- Effective planning and organizational experience to set priorities and co-ordinate projects to meet deadlines
- Superior organizational skills sufficient to manage competing and changing priorities within a dynamic environment
- Proactive customer service focus
- Excellent communication skills (verbal and written)
- Strong facilitation skills; able to clarify and articulate issues, meeting outcomes, areas of focus, options
- Outcome/deliverable orientation with a bias for action
- Excellent planning and problem-solving skills
- Process orientation
- Ability to build and maintain strong working relationships with all levels of management and staff
- Ability to work effectively both independently and in team environments
- Ability to prioritize, coordinate and complete tasks to meet deadlines and within ePMO quality standards
- Resourcefulness, creativity and sound judgment