POSITION PURPOSE
The Project Manager oversees the planning, implementation, monitoring, and tracking of specific short-term projects which have a beginning, an end, and specified deliverables.
This applies to all types of projects, i.e. Client mobilisations, lease read projects, finance and data technology projects, asset management, and estate's management projects.
The Project Manager is responsible for management and facilitation of the project and has no authority to make decisions on behalf of the project team or the customer (business). The Project Manager has no supervised positions.
ESSENTIAL FUNCTIONS AND BASIC DUTIESAssumes responsibility for Project Planning, in agreement with key role playersEngage the Client and agree and define the scope of services required.Create a detailed project plan which determines and sequences the tasks/activities needed to successfully complete the project.Engage the management team to identify the project team and resource allocation required to complete the project.Develop a workable schedule for project completion that effectively allocates the resources to the activities.Review the project schedule with key management role players and all other staff that will be affected by the project tasks/activities; and to revise the schedule as required.Determine the objectives, key outcomes, measures, reporting requirements, and KPIs on which the project will be evaluated once completed.Assumes responsibility for Project ImplementationExecute/Manage the delivery of the project according to the project plan.Develop forms and records to document project tasks/activities.Set up folders to ensure that all project information is appropriately documented and secured.Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project.Establish a communication schedule to update stakeholders and all relevant staff in the organization on the progress of the project.Review the quality of the work completed with the project team on a regular basis, to ensure that it meets the project standards.Constantly follow up all project tasks/activities to ensure that their due dates/timelines are met, and that the project stays on track according to the agreed project deadlines.Assumes responsibility for Project ControlWrite project reports for management and for sponsor (monthly reports or shorter timeframes if required).Communicate with sponsor as outlined in sponsor agreements.Budget and manage project funds according to established company accounting policies and procedures.Monitor all budgeted project expenses – obtain approval from Senior Management.Monitor cash flow projections and report actual cash flow and variance to key management role players on an ongoing basis.Keep all financial and change control records for the project up to date.Prepare financial reports and supporting documentation for sponsors as outlined in sponsorship agreements.Attend all project meetings and prepare and distribute the minutes within 3 working days.Positively facilitate, influence and lead others to achieve results that are in the best interest of the organization.Assess situations to determine the importance, urgency, and risks, and make clear project decisions which are timely and in the best interest of the organization.Speak, listen and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.Facilitate the project, and work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.Assumes responsibility for Project EvaluationEnsure constant follow up of all project tasks/activities to ensure timely completion of the tasks and the project.Ensure that all project deliverables are completed on time, within budget, and at the required level of quality.Evaluate the outcomes of the project against the agreed deliverables established during the planning phase.Present documented proof of project outcomes and achieved deliverables to the project sponsor, manager, and senior manager.Assumes responsibility for Project Close DownMake sure all pertinent documents and deliverables have been signed off by the customer/sponsor/manager.Get a final sign-off on implementation/solution acceptance.Conduct a lessons learnt session with the client and the project team.Conduct a proper handover to the business and technical support.Keep in touch with the client (business) post-deployment - it may be a 30 or 60-day agreement to remain available to the client, for the project team to remain available before the formal transition to the business and technical support.Assumes responsibility for related duties as required or assignedEnsures that work area is clean, secure, and well maintained.Completes special projects as assigned.Adhere to relevant ISO policies and standards, documents, and templates as adopted by Occupier Services.PERFORMANCE MEASUREMENTSMaintains effective communication with internal and external teams.Projects are delivered in line with project plan timelines, budget, and Client expectations are met.All project document and reporting requirements are completed and stored for audit purposes.Good working relationship exists with Company Personnel.Duties and responsibilities are completed in accordance with established standards, policies, and procedures.EDUCATION/CERTIFICATION:Project management degree or diploma.
REQUIRED KNOWLEDGE:Proficient MS Office working skills.Proficient presentation skills.Strong facilitation skills.Proficient report writing (good spelling/grammar accuracy and typing/writing speed).Good working knowledge of MS Project.Database management skills is advantageous.EXPERIENCE REQUIRED:5 years as a Project Manager in a similar environment.1 - 2 years managing a project team.SKILLS/ABILITIES:Organized and well structured.Accurate and demonstrate high attention to detail.Understand ethical behavior and business practices.Innovative and able to create new opportunities.Ability to set priorities and organize, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.Very good and effective communication and management skills within a team environment.Co-operative and willing to assist others.Basic accounting skills.
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