Project Coordinator(GBS Finance Transition Program Coordinator)

Job Summary

We are seeking a skilled Project Coordinator (GBS Finance Transition Program Coordinator)to join our GBS Finance PMOTeam.

The incumbent would know the GBS Finance Transition Methodology and is fully aware of various phases and the milestone acceptance criteria. The incumbent would be committed to delivering GBS transition programs on-time, within budget and to specification by improving the effectiveness of project teams through the application of professionally accepted program and project management methods, techniques, tools (MS Project, PowerPoint, SharePoint, etc.) Provides expertise in specific areas of Transition project management to ensure the most efficient transition of finance processes in support of the Global Finance Services Organization strategy and operating model rollout.

The incumbent will be supporting Transition Project Managers on transitioning financial processes from global Caterpillar locations to Caterpillar GBS location.

The preference for this role is to be based out of Whitefield Office, Bangalore, India

What you will do

Job Roles and Responsibilities

• This position is the role of a fully capable transition project management professional. The incumbent has outsourcing transition project management experience (captive or third party), whereby they can support the GBS Transition Managers to execute transition project planning, Knowledge Transfer, Ramp-up Service Readiness Testing and Stabilization.
• This position requires the incumbent to be knowledgeable in GBS Transition Project Methodology and various milestones which need to be followed in finance transition projects
• The incumbent is an expert in MS Project, PowerPoint and SharePoint tools and can make complex project plans in the MS Project application.
• The incumbent must be able to interpret and transfer work breakdown structure (WBS) into project management software. Interpret & communicate Voice of Customer (VOC) and Voice of Business (VOB) needs. May create report packages and communicate or post program or project status, may also include maintenance of a program SharePoint site.
• Specific work assignments are as follows: Coordinate with GBS Transition Managers in scheduling various transition governance meetings, solution meetings, knowledge transfer meetings and arranging for milestone calls.
• The incumbent can coordinate with third party service provider and various stakeholders to make the GBS transition project successful.
• The incumbent manages projects that are moderately complex in nature and will require some supervision. This is a staff position that requires a foundational understanding of transition project management tools & processes. The incumbent will have the ability to facilitate project teams, will lead chartering sessions with assistance, will develop network diagrams, and will help lead integration & compression sessions. Work assignments may be specialized in nature but may also require some coordination between other staff personnel needed for larger and more complex programs.
• The incumbent has the ability to make schedule changes/corrections during transition meetings and compression sessions. Supports Transition Project Managers in facilitating update meetings, maintains program level issues/action logs, risk registers/FMEAs, scope change requests/logs, program work plans, and provides workshop planning, execution and follow-up assistance. Capture and publish meeting minutes as needed.
• Create accurate and detailed schedules with occasional follow-up by Transition Project Management Supervisor. The incumbent captures project information, and with periodic assistance from the project team interprets, identifies relationships between activities, analyses data from schedule updates, and works with project team members to resolve logic errors. Helps explain changes due to updates; will occasionally recommend actions to resolve schedule problems, and updates plan accordingly based on actions taken by team to resolve schedule problems.
• Conduct detail-planning meetings with some supervision. The incumbent possesses the ability to work with functional areas to develop their detailed activities and schedule. Provides recommendations to project team needed to increase accuracy of program and project schedules, provides guidance to team in understanding and following program and project management standard processes, and works daily with team members to emphasize the importance of the program schedule to be successful in implementing on time, with in cost, and at the required quality targets. Provides administrative planning and follow-up for program team, steering committee, and governance review meetings.

What you will have

• Four-year college or university degree
• Three to five years of progressive job-related experience in GBS Transition Project Management and supporting Transition Project Managers to run the project efficiently
• Experience creating detailed work plans within a MS Project software including duration-based activities, resource forecasts, and scope.
• Very effective interpersonal skills including team leadership skills, excellent communication skills, and strong analytical and organizational skills.

• This position requires the candidate to work a 5-day-a-week schedule in the office

• Shift Timing As per the project requirement

Desired Qualification

• College or university degree accounting in a domain related to management, economics, or technology.
• Certification in Project Management - PRINCE II, PMP, Agile.
• Professional training in project management software.
• Professional training on techniques for leading and facilitating meetings.
• Previous Green Belt experience.

Skills desired:

Business Acumen: Knowledge of business concepts, tools, and processes that are needed for making sound decisions in the context of the company's business; ability to apply this knowledge appropriately to diverse situations.

Level Working Knowledge:

Comments on the organization's business model and financial goals.

Communicates key considerations for business decision making process.

Cites examples of types of information needed to make sound business decisions.

Participates in business task to get things done in own unit or area.

Caters to key stakeholders and their priorities.

Planning: Tactical, Strategic: Knowledge of effective planning techniques and ability to contribute to operational (short term), tactical (1-2 years) and strategic (3-5 years) planning in support of the overall business plan.

Level Working Knowledge:

Contributes to short-term operational plans.

Anticipates and adapts to plan changes.

Monitors progress of work against plan as required to meet objectives.

Reports variances and makes agreed-upon corrections.

Under guidance, develops tactical plan for own direct responsibility.

Process Management: Knowledge of business process improvement tools and techniques; ability to understand, monitor, update, control, or enhance existing business or work processes.

Level Working Knowledge:

Employs process flows, cycle time, process time and waste concepts as appropriate.

Walks through steps, decisions, measurements, dependencies and hand-offs for a specific process.

Creates process flow or work flow diagrams.

Documents types of process decisions and potential impact of each decision.

Identifies and monitors common process bottlenecks.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Level Working Knowledge:

Demonstrates experience participating in productive collaborative processes.

Under guidance, initiates collaborative meetings.

Assists in communicating shared goals with diverse groups and parties.

Helps promote collaboration across generations, functions, regions, and levels.

Helps solve business problems and meet business goals through collaborative processes.

Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

Level Working Knowledge:

Delivers helpful feedback that focuses on behaviors without offending the recipient.

Listens to feedback without defensiveness and uses it for own communication effectiveness.

Makes oral presentations and writes reports needed for own work.

Avoids technical jargon when inappropriate.

Looks for and considers non-verbal cues from individuals and groups.

Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.

Level Working Knowledge:

Identifies and documents specific problems and resolution alternatives.

Examines a specific problem and understands the perspective of each involved stakeholder.

Develops alternative techniques for assessing accuracy and relevance of information.

Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.

Uses fact-finding techniques and diagnostic tools to identify problems.

Project Management: Knowledge of effective project management strategies and tactics; ability to plan, organize, monitor, and control projects, ensuring efficient utilization of technical and administrative resources to achieve project objectives.

Level Working Knowledge:

Provides input for Gantt or PERT charts or their equivalent to track project progress and status.

Under guidance, plans and estimates simple projects.

Assists in detailed project plans including cost, schedule, and resource requirements.

Obtains information from stakeholders during the planning stage of a project.

Produces standard project status reports.

Data Gathering and Reporting: Knowledge of tools, techniques and processes for gathering and reporting data; ability to practice them in a particular department or division of a company.

Level Working Knowledge:

Detects and summarizes patterns in data and findings by producing simple reports.

Assesses common problems and obstacles surrounding data-gathering.

Customizes data fields to meet clients' needs.

Interprets and explains results of a data-gathering initiative.

Participates in projects to gather data for needs analysis.

Relocation is available for this position.