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PMO Support

2 weeks ago

Bengaluru, India LSEG (London Stock Exchange Group) Full time

Role Description

Reporting to the PMO Team Lead, the PMO Support role provides data management, collation and reporting services to the PMO function. The role sits within a Portfolio division reporting to the divisional PMO Team Lead.

Working closely with both PMO Leads and PMO Analysts, the PMO Support role is responsible for gathering, collation, calculation and presentation of Management Information (MI) related to the management of LSEG’s change projects and programmes, in line with LSEG’s relevant process and standards. The LSEG Project Management Policy defines the approach that must be followed by all projects, and details of the approach are documented in the Change Framework, which defines governance, processes and artefact templates. The Change Framework is used for all LSEG projects and project data is held in the Clarity PPM tool for ease of reporting.

The role acts as a key support function and acts as first-line QA by monitoring the quality of data, ensuring this is maintained up to date and complete before being presented to senior stakeholders.

Working within the Portfolio, the PMO will support the Project Managers and the PMO team to ensure adoption and alignment to the Change Framework, provide data collation and reporting support and data administration and assurance.

NOTE: depending on current demand, the PMO Support role may be aligned with supporting a specific programme on an ad hoc basis.
- Key Responsibilities

Adoption and alignment to the Change Framework
- Adopt and embed best practice into all new projects through the alignment to the Change Framework for both Agile and Waterfall projects
- Produce the required artefacts for the various stage gates as defined in the Change Framework and retain these centrally as well any associated approvals
- Make sure that when a project deviates from the defined stage gate criteria, that the exceptions process is followed and approved by the Portfolio PMO
- Act as a Change Framework Champion across the stakeholder community for your projects
- Provide input into the continuous improvements process based on feedback from your stakeholder community

Data Collation and Reporting
- Work with PMO Leads and/or PMO Analysts to ensure completeness and currency of project, programme, and portfolio data in the relevant PM system(s)
- Amalgamation, filtering, and consolidating of project, programme and portfolio data for analysis and reporting purposes
- Collate accurate and relevant data to support budgeting and forecasting
- Collate data to support risk identification and evaluation, maintaining a clear and accurate risk log
- Gather data/information on potential ideas and solutions, developing an understanding of cost/benefit principles.
- Production of project, programme, and portfolio reports, in line with Group Transformation standards
- Production of project, programme, and portfolio data extracts for analysis
- Review project plans and timelines, and develop work schedules to achieve project timeline and milestones

Data Administration and Control
- Data administration, reconciliation, validation and data cleanse (where appropriate)
- Ensuring that project, programme, and portfolio data is in the PM systems and storage for completeness and currency
- Ensuring that project, programme and portfolio data is appropriately stored, is readily accessible, and is in line with Group Transformation standards
- Identify areas of improvement for management of project, programme and portfolio documentation (e.g. Project Initiation Documents, Project Approval Papers, Business Plans, Lessons Learned)
- Maintain a repository of project templates, both technical and management, to support the Project Managers
- Document project resource requirement, assisting with planning if necessary
- To undertake ad hoc tasks as required from time to time by the Finance Business Partner to assist in the general running of the Department.

Purchase Order Processing
- To maintain the Purchase Order list and issue periodic updates to Project Managers.
- Collect invoices and purchase orders and send to Accounts Payables to process.
- To ensure that all POs are correctly calculated, approved and processed. Ensure that no POs are raised against the wrong project.
- Investigate and resolve purchase order queries as required.
- To reconcile invoices and POs and balance of POs
- Ensure all invoices are sent to Accounts Payables team with a PO number.
- To liaise with suppliers concerning invoice queries.
- Control and investigate invoice mistakes, for instance if a PO does not have enough funds to cover for the invoice. Liaise with suppliers and PO requestors.

Communications
- Contribute to project stakeholder identification and communication planning
- Deliver clear and accurate analysis to facilitate stakeholder discussions
- Builds trust by consistently understanding and fulfilling stakeholder requests in an accurate, timely and professional manner.
- Accountable for all