IBM PMO Administrator in JOHANNESBURG, South Africa

Job Description

PMO Administrator (FTC)

  1. ILC

Extract Delinquency report on Friday morning.

Send a reminder to People Managers #CIC slack channel in the morning.

Extract the report at about 14:00 and then call the people

  1. CFO (Claim For Others)

Follow CFO process from Egypt.

For CIC MEA Business Controls: send CFO and cross quarter cross month claims monthly.

All Evidence must be stored on folder in Box as this information can be requested by auditors.

Ensure the resource obtains Blue pages Manager approval for the hours to be claimed on their behalf with the reason.

Blue Pages Manager to forward CFO to PMO with approval.

CFO is captured as and when you receive it with evidence and if no evidence or approvals should NOT be captured .

If quarter is locked when capturing CFO the PMO resource will obtain approval from BP Manager to unlock and then send approval to BMS team to unlock.

  1. Business Controls

Perform Workplace security as and when requested and document findings

Business continuity activities.

  1. Onboarding for resources into CIC

https://w3.ibm.com/hr/start-at-ibm/

Share the ILC guide. Introduce resource to Start at IBM

or new Subk resource

Obtain information and complete spreadsheet required to link the resource to BMS as this allows them to capture their time on ILC.

Update tracker on the Box and as soon as a resource is requested in parallel with hiring approval from MEA. If permanent resource then HR should also update the tracker .

The linking of the resource needs to be done well in advance. The activating of the record gets done on a Saturday so if the resource starts Monday the 1st of October 2018 then we needed to have sent the spreadsheet last week so that activation could be done on Saturday the 29th September 2018. Our cut off should be Thursday morning or before of the week the resource is starting .

Check if Project is on Project Database and if not add it. Obtain all the relevant information from GEO PM's well in advance and a good time is when the resource is being requested

Provide a link to SPOE if 4G required. Find out from Sam how they manage this asset so we know to recover the asset when resource resigns/offboard

Provide a link for SPOE if 4G required. Find out from Sam how they mange this so we know if resources have this asset to return

Make sure that all telephone numbers on Bluepages profile and if not advise their managers. 5. If you need to know who the manager is then look in Bluepages

  1. Offboarding/Resignation

As soon as a resource resigns and if their contract ends People Manager need to advise PMO in good time to ensure that BMS is advised to take resources off ILC. Deactivating records is on Fridays so the request needs to be sent well in advance as soon as we know the resource last day. task on Trello . Isabelle has attached a process on Trello . Check subk process from Aya and see what is relevant to be sent to Managers.

Make sure all assets are returned end and the asset return form from IT support is sent to CIC

  1. Project Administrative activities:

Reporting of the resources utilization and billability

Resources on/off boarding including the support of PPIM - Refer on/off boarding check support of PPIM

Document Tracker and Project database including the support for them and tracking when the project compliance.

Preparing and reviewing Overtime with practitioners quarterly

Surveys to collect the data of the employees on the project.

Bond support and Training for the project resources

Tracking their time claiming on the project, hours plan, CV wizard, and others - refer ILC/CFO Capture

Tracking the vacations of the resources on the project

  1. Owner of one of the global CIC project administrative activities:

Reporting utilization/billing of all CIC practitioners

PPIM support

PM School (nominating practitioners to L&K team)

Basic School (nominating practitioners to L&K team)

Overtime review and submission to Payroll team

Tracking Hours Plan, Time claims, CV wizard compliance (as channel between R&CM team and practitioners)

Document Tracker and Project database focal & support

Assets data collection and Bond support (as channel between IT team and practitioners)

Tracking vacations of the practitioners (as channel between HR team and practitioners)

Generating surveys to collect required data from practitioners

  1. Adhoc

Password reset. Managers to need assist them or they need to raise web ticket

  1. Project Database

Seat number from R&CM - 1 per project

Get approval from Project Managers to backdate projects on ILC. Isabelle to speak to me tomorrow to sort this out

send spreadsheet to PM's requesting information to be loaded to Project database

Finance cost sheet

  1. Assets

Update Asset register for pool 3G's and when resource resigns it is returned

  1. Assist Subcontractor Manager with IPVN Reconciliation Process.

Required Technical and Professional Expertise

2-3y ears previous experience in Project Administrator role

Advanced Excel skills

Excellent communication-verbal and written

Self motivated and driven

Reliable and have a high work ethic

Deadline driven and have a sense of urgency

Ability to network and build good relationships and partner

Preferred Tech and Prof Experience

.

EO Statement

Affirmative Action and/or EE candidates will be given first preference as per our employment equity strategies.