Project Coordinator for Windows 10 Desktop Migration Project

Reference #:
915329SM

Industry:
Pharmaceuticals

Location:
Basel area (possibility to work up to 20% on remote)

Start:
ASAP

Duration:
8 months +

Role:
Our client is launching a project for the global Windows 10 migration and is seeking support for the project initiation and define phase. The extension of the role past these phases desired, if the candidate is a good fit.

The following items will be upgraded:
- Windows 7 to Windows 10
- Internet Explorer 10 to Internet Explorer 11
- Microsoft Office 2010 to Microsoft Office 2016

This translates to an impact on our client globally (all sites and business functions). Furthermore the project is expected to have many dependencies to other business and IT endeavors that need to be identified and managed accordingly. This role supports the Windows 10 Project Manager to cover the administrative aspects of the project.

Main responsibilities:
- Support project setup and setup/support for setup of processes for below-mentioned tasks
- RAID Management: Tracking and reporting of risks, assumptions, issues, dependencies and decisions
- Change request management
- Tracking of resource allocation
- Tracing of financials and accruals; ensure all quotations/Purchase Orders/invoices are properly handled
- Tracking of project progress in accordance with the project plan
- Follow-up on local and global invoices from vendor, and update/review financial systems (Perform)
- Management of project document repositories (gDrive, Project Library)
- Support meetings (scheduling, take meeting minutes, booking rooms and catering etc.)
- Project administration (onboarding of new team members, access management to document repositories, maintain org chart and contact list etc.)
- Support onboarding of new team members from administrative point of view
- Maintain project mailbox and monitor G+ forum and ensure enquiries get sent to the right contact persons
- Gather status input from work streams and support compiling project status report - Track project documentation progress according to Roche informatics Project Management Methodology PMM

Qualifications:
- University Degree or equivalent education (Engineering, Management or Computer science preferred)
- Experience in providing administrative support with similar tasks for global project with multiple work streams, 2-3 years of global project related experience plus
- Experience working with global virtual teams
- Experience in supporting and coordinating deployments in a global environment is plus
- Experience using MS Office products and tools for project scheduling (Smartsheet is a plus)
- Very good grasp of Google suite (Google Docs, Sheets and Slides, gDrive, gSites, G+ Forums and Google Forms)
- Team player and flexible to cover different time zones globally
- Structured approach and task management (ability to handle multiple incoming requests without dropping anything), flexible and transparent with workload and tasks, self-organized and detail-oriented
- Ability to work/communicate effectively in English speaking business environment (business fluent in speaking and writing), additional languages are an asset
- Project or Project Workstream Management experience is a plus
- Former experience in a large pharmaceuticals company (esp. experience with PMM and with the tools involved for maintaining a project (Ariba, Perform, Clarity, Project Library, etc.) is a very big plus

Language(s):
- Must: Fluent in English (written & spoken)
- German language skills are a plus