Project Manager Assistant

Roles and Responsibilities

Responsible for significant, Institute-wide projects, typically with large budgets and sizeable staff, focused on meeting project commitments, including communications with sponsors and stakeholders; would not necessarily have strategic or operational responsibilities. Spends majority of time on project management responsibilities, build PMO department etc.

Job Responsibilities

• Lead planning and/or implementation of projects. May participate in the design and/or testing phases.
• Facilitate the definition of project missions, goals, tasks, and resource requirements; resolve or assist in the resolution of conflicts within and between projects or functional areas; develop methods to monitor project or area progress; and provide corrective supervision if necessary.
• Responsibility for assembling the project staff; for their technical or functional development, performance, and/or termination during the project or projects.
• Manage project budget and resource allocation.
• Delegate the necessary jobs to the employees designated to the project and to other specialized agencies.
• Responsible for all project correspondence to and from the consultant/client, the HO, suppliers and subcontractors and other authorities as may be required.
• Review of all project documents, highlight discrepancies and communicate the requirements to project employees, companies’ department heads and to the consultant/client as contractually required.
• Review, in cooperation with the Technical Department and submit the project plan and other schedules as required to the consultant/client.
• Ensure preparation, submittal, approval and implementation of the Project Quality Plan.
• Plan the required resources, materials, equipment, manpower and subcontractors to execute the project in accordance with the Project Management Standard.
• Attend the project meetings with client/consultant and convene meetings with suppliers and subcontractors as required.
• Present oral and written reports defining plans, problems, and resolutions to appropriate levels of management.
• Perform all duties as contractually required.
• Prepare and submit invoices and follow up for payment certificates, review corrected invoices.
• Coordinate with the Contracts and Technical Department to initiate claims for variations and extension of time as required by the contract, follow up and coordinate for their approval.
• Follow up of bid summaries from the Contracts Department and ensure timely award of works to subcontractors and suppliers.
• Ensure timely preparation and submittal of As Build Drawings, Guarantees, Warranties, Operation and Maintenance Manuals and all certificates as required for the completion of the project.
• Certify payments for subcontractors and suppliers and prepare, on completion of the project, the final accounts with the Contracts and Financial Department.
• Increase the profitability of the project.
• Implement the recommendations of the Health and Safety audits; the Project Manager is ultimately responsible for on-site safety.
• Ensure that company assets are treated with due diligence.
• Submit reports as required by the companies reporting schedule.
• Produce Performance report and introduce appropriate remedial measures monthly.
• Erect the signboard and advertise the company’s professional image.

Job Requirements

Qualifications

• Engineering Degree qualifications.
• Chartered or Professional Engineer status is desirable.

Desired Candidate Profile

1. Project Management Expertise: Proficiency in project management methodologies (e.g., Agile, Scrum, Waterfall) and tools (e.g., Microsoft Project, Jira).

2. Technical Knowledge: Understanding of ICT concepts, technologies, and systems relevant to the projects being managed.

3. Leadership Skills: Ability to lead cross-functional teams, motivate members, and drive project success.

4. Communication Skills: Strong verbal and written communication skills to convey project status, risks, and requirements to stakeholders.

5. Problem-Solving: Excellent analytical skills to identify issues and develop effective solutions.

6. Risk Management: Proficiency in identifying potential risks and developing mitigation strategies.

7. Time Management: Ability to manage multiple projects and prioritize tasks effectively to meet deadlines.

8. Budget Management: Skills in estimating project costs and managing budgets to ensure financial objectives are met.

9. Stakeholder Engagement: Experience in managing relationships with stakeholders, including clients, vendors, and internal teams.

10. Adaptability: Flexibility to respond to changing project requirements and technological advancements.

Responsibilities:

• Project Planning: Developing project plans, defining scope, objectives, timelines, and resource requirements.

• Team Coordination: Leading and coordinating project teams, ensuring that roles and responsibilities are clear.

• Execution and Monitoring: Overseeing the execution of projects, monitoring progress, and adjusting plans as necessary to keep projects on track.

• Budget Management: Managing project budgets, tracking expenses, and ensuring projects are completed within financial constraints.

• Risk Assessment: Identifying potential project risks and implementing strategies to mitigate them.

• Stakeholder Communication: Providing regular updates to stakeholders on project status, milestones, and issues.

• Quality Assurance: Ensuring that project deliverables meet quality standards and fulfill client requirements.

• Documentation: Maintaining comprehensive project documentation, including plans, reports, and post-project evaluations.