JOB DSCRIPTION 1. Position Project Management Officer 2. Salary/Job Class 3. Department/unit Project Management 4. Purpose of the job The purpose of this job is to ensure continuous improvement in service delivery through monitoring projects performance and evaluation same. The job enables management to ensure that all projects maintain their strategic direction/vision and that all project activities result in the achievement of its intended outputs in a cost effective and timely manner. In summary, the job should bring about continuous improvement, enable cost savings, help maximise revenue, support process efficiencies and improve customer experiences. The post holder will direct AAAN monitoring and evaluation (M&) strategy, ensuring appropriate application of theory and best practices to the design and implementation of all of AAAN s monitoring, evaluation, and reporting activities. S/he will design and/or specify appropriate data collection systems and templates to provide quality routine data collection and data aggregation for reporting purposes; provide training and mentoring to AAAN staff in order to develop local capacity for routine, field level M& tasks; and facilitate all initiatives related to promoting a unified approach to project quality and effectiveness, including the design and implementation of a common M& framework and strategy. 5. Reporting Relationships Reports to: This role reports directly to the Head of Strategy & Planning. Supervises: none xecutive Director Head of Strategy & Planning Project Management Officer 6. Working Relationships Within the Association All Heads of Department AAAN Committee for Project xecution Outside the Association Related Agencies Suppliers & vent Planners Government Project Control agencies 7. Key Result Areas pg. 1
s/n Areas Weighted % of time spent on task 7.1 Project Monitoring 20% 7.2 Project Planning 20% 7.3 Data Analysis and Reporting 15% 7.4 Risk Control 15% 7.5 Process Improvement and Management 10% 7.6 valuations and Diagnostics 10% 7.7 Relationship Management 10% Total 100% 8. Key Performance Areas 8.1 Develop baseline data for each project site/project 8.2 xistence of updated and comprehensive range of diagnostic operational tools 8.3 stablish infrastructure project risk management plan and the system of early warning system for all programmes 8.4 Collect and collate reports from the field sites. 8.5 Development of case studies to capture qualitative outputs of active projects 8.6 Monitor and quality assurance spot checks on each project site 8.7 Direct AAAN s M& strategy, including documentation for all AAAN projects 8.9 All Projects are concluded on schedule no unforeseeable disruptions 9. Key Responsibilities 9.1 Overall Responsibilities Mapping Project Monitoring Data analysis Risk control Cost Reduction Quality control Time management Issues and trends tracking M & strategies Reporting trends and performance Recommend Innovations 9.2 Key Task 1 : Project Monitoring stablish and manage a performance monitoring framework with clear-cut goals, outcomes, outputs, inputs, processes, indicators, data needs and sources, and reporting formats and frequency, for effective monitoring, reporting and updating progress on projects. Compare actual performance to targets, conduct gap analysis, and develop action steps and improvement plans to bridge identified gaps on projects Assist management and HOD s in developing overall monitoring framework 9.3 Key Task 2: Project Planning Assist in the coordination and development of program objectives, results frameworks, and related M& components for all active projects. Participate in the review and/or development of functional operations and controls Review and approve preliminary estimate and turnaround schedules as required Participate in the engineering and operations review meetings Participate in proposal preparation, project planning and scheduling by furnishing expertise on turnaround methods and equipment. Coordinate with the other project managers, design engineers, procurement, planning and scheduling and other personnel in setting and maintaining priorities to ensure timely performance sufficient to keep the overall project on schedule and within budget. pg. 2
9.4 Key Task 3 : Process Management Hands-on process improvement of current processes to include value stream map, process mapping, solution development, project management, and implementation Set targets and execute processes based on continuous improvement methodologies nable greater clarity and understanding of processes, process optimization Leverage existing process knowledge and improvements through a centrally managed process/projects repository Use continuous improvement techniques such as Lean and Six Sigma methodology, statistical measurement tools and other continuous improvement techniques to find root cause and prompt process improvement 9.5 Key Task 4: Relationship Management Develop synergies with HODs/Head of Committees, and Project teams to maximize efforts and minimize duplication of work wherever possible 9.6 Key Task 5 : Project Reporting Coordinate with the client, project management and project services in setting up required reporting procedures and formats for client and management needs. stablish built-in feedback loops to ensure clear communication and administer preventive and corrective action, wherever required. 9.7 Key Task 6: Cost Analysis and Control Review construction cost, estimates, budgets, forecasts and schedules. Set targets and execute projects based on continuous improvement methodologies Compare actual performance to the targets, conduct gap analysis, and develop action steps and improvement plans to bridge identified gaps on projects nsure specifications reviews are done for profitability and ease of implementation Achieve reduced costs through productivity enhancements through a system of continuous internal measurement and realistic improvement 9.8 Key Task 7: Communication Use a common process language that enables disparate parts of the organization to communicate and share knowledge with each other despite unique needs 9.9 Key Task 8: Implementation and Documentation Implement necessary report cycles, processes, methods, and tools Prepare M&-related documents for dissemination, including annual analytical reports and evaluation/assessment reports to management. Oversee preparation of M& sections of quarterly, semi-annual, and annual reports by compiling and presenting and ensuring the quality and consistency of data presented in said reports. Develop M& reference guides, assessment tools, data collection forms, and other M& related documents and materials. nsure specifications are reviewed for profitability and ease of implementation 9.10 Key Task 9: Leadership Drive operational excellence across functional departments to help develop and adopt the skills and discipline required to consistently achieve expected results Gain competitive advantage through deployment efficiencies, training efficiencies, knowledge sharing, document management, and cost savings Focus on driving measurable performance improvements that enable optimization of business processes and correlate to customer satisfaction and superior value delivery 9.11 Key Task 10: People Management nsure highly motivated people are executing defect-free processes that are focused on meeting customer needs. pg. 3
9.12 Key Task 11: Self-Management Reflect, evaluate and take action to enhance your own knowledge and practice Develop your professional competence to work with individuals reliably, consistently, effectively, ethically and safely. Participate in ongoing training and networking as required to keep current with new technology in the industry 10. Authority 10.1 Authority is drawn from the CO s mandate 11. Qualifications and xperience 11.1 Graduate degree in business, finance, accounting, public administration, or a related discipline required 5+ years of experience in project management, business process mapping and continuous improvement required with at least three years experience in monitoring and evaluation (must have held managerial position for up to five year). PMP/PRINC 2 certification is compulsory Understanding of Lean Six Sigma Green Belt and or proven work experience with waste elimination through continuous improvement; Six Sigma and Lean Principles such as Value Stream Mapping, Kaizen, Continuous Improvement Process, DMAIC, as well as other statistical problem solving tools. 12. Person Specification Items ssential () or Desirable(D) 12.1 xcellent communication skills, both verbal and written within every level of the organization. 12.2 Ability to work under pressure 12.3 Strong interpersonal skills across a broad spectrum, ranging from communication, mentoring and essential leadership requirements 12.4 Understanding of and proven work experience with waste elimination through continuous improvement 12.5 xperience in managing and working with multi-functional team; Team orientation with the ability to influence others 12.6 Computer literate with advanced experience in Windows environment. Proficient in MS Office applications: Word, PowerPoint, Advanced/Super User in Ms xcel. 12.7 Knowledge of management information systems D 12.8 xcellent analytical skills; mature judgment combined with a proactive, energetic approach to problem solving. And ability to deal with a multitude of diverse challenges 12.9 Ability to work with minimal supervision D 12.8 xcellent project/process management skills, with demonstrated proficiency in time and project management 12.9 Commercial awareness 12.10 Strong leadership and mentoring skills with proven ability to develop employees D 12.11 Negotiation Skills 12.12 Ability to create and maintain effective and collaborative relationships within and outside the organization 13. Behavioural Attributes High Med N/A 13.1 Collaborative attitude D pg. 4
13.2 Courage to take initiative 13.3 Strategic Leadership 13.4 Highly Inquisitive 13.5 Performance driven 13.6 Self-driven to achieve 13.7 Self-motivated, self-starter with hands-on approach. 13.8 ntrepreneurial spirit 13.9 Demonstrable ethical conduct 13.10 Ability to work without direct supervision 13.11 Information Seeking 13.12 Partnering 13.13 Building Organisational Capacity 13.14 Organisational Awareness 14. Development Skills 14.1 To develop own competency and that of the organisation by taking opportunities to learn new skills and to spread new knowledge through the organisation. 15. Amendments This job description accurately reflects the present situation and future aspirations for this role. It may be amended and may be reviewed in accordance with organisational priorities, following appropriate consultation. Reviewed by: Name, Signature and date Rev. Amoo- Onidundu Authorised by: Name and Signature Date Finalised and Comments: File Path: Date posted: Feb. 16, 2015 pg. 5