Programme Manager

The purpose of this position is to ensure that the PMO department in Keolis-MHI is supported and equipped with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well. These objectives are supported by a Project Management Framework and Procedure.

   KEY RESPONSIBILITIES:

   Strategic

1. Ensure all projects are in line with the organisation strategy and objectives and delivered in compliance with the Project Management Framework established by the PMO
2. Put in place governance and control to ensure Projects are managed consistently and effectively
3. Track and report progress against intended benefits of the Project
4. Capture changes associated with the Project
5. Facilitate cross-functional collaboration between departments and stakeholders
6. Foster a culture of innovation and improvement, continually refining processes within PMO to enhance efficiency and effectiveness

    Financial

1. Ensure RTA Project budget is monitored and tracked
2. Ensure RTA Projects are invoiced and paid on a timely manner
3. Track and monitor the RTA Billing process for each project payment milestone, including Keolis-MHI profit margin and staff participation invoice creating and submission
4. Support the preparation of monthly financial (invoicing and payment) reports
5. Prepare for RTA Projects financial audits with accurate and transparent records.

    Stakeholder / Customer

1. Prepare stakeholder and RACI matrix for Projects / Programme as assigned
2. Identify and engage with key stakeholders to ensure smooth Project delivery and completion

Operational

1. Project Controls

• Create project briefs and tool sets for projects
• Use project toolkits and apply programme processes in controlling projects

• Create, update and monitor all weekly trackers and liaise with Projects Team to ensure working level activities are being executed to time and budget
• Create weekly/ monthly reports at working and Executive Level
• Set up control and administer Project Team Meetings and ensure that all related targets are met and actions completed
• Identify and escalate key risks to the PMO Director or Head of PMO in a proactive and timely manner and assist in putting recovery plans in place
• Maintain organized audit trail in projects
• Maintain, police and manage the receipt, timely response to and sending of formal correspondence to client and key stake holders, ensuring ease in establishing correspondence trail
• Ensure all formal meetings have agreed TOR, Attendees List, Agenda, Inputs and Outputs and manage the meeting calendar and timely preparation of the inputs and outputs
• Have the capacity to launch and manage short, sharp tasks and cross-functional projects
• Understand the duties of all other PMO Team members to extent of being able to provide emergency cover during periods of leave and sickness
• Assist the Engineering Project Manager and/ or Projects and Innovation Director in delivery of detailed programmes for various projects with main focus on planning, ordering and executing.
• Perform and carry out other duties as instructed / directed by the Engineering Project Manager and/ or Projects and Innovation Director

2. Document Control

• Responsible for managing documentation related to Project Management System, ensuring their accuracy, quality and integrity
• Responsible for ensuring retention of know-how and making it available for the benefit of the growing business
• Work to ensure Keolis-MHI know-how is preserved, encouraging application of information safeguards, information storage and access controls, and ensuring effective destruction and disaster recovery policy
• Support file migrations and audits, and perform administrative tasks as needed
• Take ownership in the issuance and reconciliation of controlled unique identifiers, creation and maintenance of controlled templates, review, editing and mastering of controlled documents for compliance to formatting, template and system requirements, periodic review and business continuity.
• Propose, support, and implement effective methods to enhance business operations and quality processes.

3. General Programme Management

• Implement the Project Management Procedure (for RTA and Internal Projects) and associated forms and templates. Guide the Department Project Managers in application of the framework when delivering Projects. Update as necessary
• Plan and initiate events, workshops and briefing on Project Management Process and program launch

• Develop and apply toolkits and processes to launch, coordinate, monitor, measure and report progress, record and drive through actions following the gate process for each program or project.
• The role requires highly organised, motivated, self-disciplined and efficient individual as these are key to achieving on-time delivery
• Develop case studies for successfully implemented projects and committed obligations
• Conduct benefit reviews on implemented projects and committed obligations
• Support projects and programs that contribute to strategic objectives and goals
• Track and monitor portfolio of Keolis-MHI projects, ensuring it is aligned with Committed and Contractual Obligations
• Track and monitor the Annual Management Plans and ensure compliance of department owners
• Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to PMO Director in relation to the implementation of projects.

4. Monitor Project Life-cycle

• Support the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.
• Support the PMO Director in regular review of project status, evaluating performance criteria (scope, cost, schedule, quality, risks, benefits)
• Develop and maintain daily, weekly and monthly progress reports as required by PMO Department
• Provide advice and support to project managers and teams across Keolis-MHI organization to facilitate quality delivery
• Within the context of monitoring and evaluation, ensure all projects submit and regularly update specific milestones and targets for the duration of projects’ life-cycles, and track progress.
• Oversee and coordinate all project closure activities, ensuring that projects are properly transferred to the business teams and benefits are measured

5. Quality assurance

• Ensure that the monitoring of projects is carried out regularly by the project managers in order to ensure accomplishment of set targets and results for projects
• Ensure there is adequate risk-based internal control system and mechanisms in place which are exercised on regular basis as per the appropriate guidelines and tools
• Ensure adequate quality management and assurance procedures are applied across projects
• Ensure that appropriate procedures and associated templates are in use throughout the organisation and coordinate quality reviews of programme/project documents and deliverables.
• Provide quality control for management products (project documents, reports, etc.)

6. Training and capacity building

• Provide advice and support to project management practitioners on how to embed best practices of project and programme governance, risk management, project and programme management
• Support and provide training to the Keolis-MHI project management community
• Develop case study of successful projects / endeavours to keep record of best practices and support the company in future opportunities

7. Special Projects

• Responsible for managing projects / programme outside the usual scope which can vary widely in nature from planning, resource, stakeholder to deliverable management
• Foster a collaborative environment and ensure effective communication among departments
• Identify and engage key stakeholders
• Oversee the execution and provide guidance as necessary
• Identify and mitigate potential risks and issues that could impact the project
• Maintain comprehensive project documentation
• Develop reports and other requirements
• Conduct project reviews and post-project evaluations as necessary during closure

Capability / People 

1. Support the availability of tools and allocation of resources across Projects
2. Deliver briefing / training to Project Management Community
3. Monitor workload for Projects and support outsourcing requirements if any

     DMENSIONS

1. Occasional meetings and workshops in RTA office
2. Occasional site visit inspection related to projects, including night visits

     CHALLENGES

1. Managing various internal stakeholders to drive project progress
2. Managing contractors / third party stakeholders
3. Managing client expectation
4. Project prioritisation
5. Project management resource allocation and workload analysis

    KEY COMPETENCIES

    Technical Competencies

1. Analytical and structured, with international experience.
2. Good knowledge of project and change management and associated methodologies, techniques, processes and approaches
3. Knowledge of resource management tools
4. Strategic thinking; ability to juggle multiple goals and deadline in the context of the big picture.
5. Excellent communication and negotiation skills as well as relationship management skills.
6. Integrity and ethical standards.
7. Fluent in English

     Behavioural Competencies

1. Strategic thinking - the ability to think long-term and make decisions that align with the Company's goals and objectives. Acts on own initiative and able to take a creative, innovative approach as well as work as part of a team.
2. Communication: the ability to communicate information clearly and effectively to both internal and external stakeholders. build trust with operational managers at all levels. Strong experience in working collaboratively and cross-functionally. Comfortable in representing the corporation to relevant stakeholders.
3. Decision making - the ability to make sound and timely decisions, weighing the potential risks /benefits of various options. Manage priorities effectively with enough flexibility to respond to changing needs and requirements.
4. Teamwork - good interpersonal skills and the ability to establish trust with executives and managers at all levels, as well as manage and motivate colleagues with leadership and strong organizational skills.  Proactive attitude with a strong sense of conviction.
5. Ethical behaviour - the ability to conduct business in an ethical and transparent manner, and to instil a culture of integrity. Role model in integrity and ethical standards

    Minimum Qualifications