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CONTEXT
As part of the PMO team within the GSFA Organization, you will coordinate and support the consistent application of operational processes, reporting practices and communications across the department.
This role supports both RUN activities and projects, with a focus on coordination, reporting, documentation and process consistency. It does not hold sole decision-making responsibility for budgets, contract management, process ownership or the end-to-end delivery of IT projects. Process and budget decisions remain with the relevant owners and leadership teams.
YOUR ROLE
The role covers both RUN (business-as-usual operations) and project activities. You will work across these two areas to support consistent processes, reliable reporting and effective communication. You will take ownership of defined, recurring deliverables - such as maintaining registers and dashboards, coordinating communications and keeping process documentation up to date - while working with the PMO team and relevant stakeholders to identify inconsistencies and escalate issues when needed.
Operational processes and documentation
- Document project and RUN delivery processes for the tools used by the GSFA organization.
- Monitor the application of processes across projects and RUN activities, identify gaps or inconsistencies, and raise them with the relevant stakeholders.
- Maintain and update documentation-sharing practices and resources used across the GSFA organization.
- Support the consistent application of agreed processes for both project governance and RUN activities.
- Contribute to improvements in processes and documentation, subject to review and validation by the PMO team or relevant process owners.
Reporting and performance tracking
- Coordinate day-to-day updates of our monitoring Dashboard and perform consistency checks on projects data.
- Maintain and update registers of IT licences and contracts relevant to the GSFA organization, coordinating with the appropriate stakeholders to validate information.
- Consolidate and monitor RUN KPIs relating to projects, budgets and specific contracts.Contribute to the definition and improvement of KPIs in collaboration with the PMO team and relevant stakeholders.
- Support the PMO team with data consolidation and administrative tasks during budget-planning exercises.
Change coordination and communication
- Coordinate the monthly GSFA Organization newsletter, including gathering, organising and checking contributions before publication.
- Support communication between stakeholders across the GSFA Organization and Business Lines/Units, in collaboration with Finance business team.
- Maintain a directory of key stakeholders and coordinate updates.
- Coordinate onboarding activities and ensure that relevant information and documentation are available to new stakeholders.
- Support the communication and adoption of agreed changes affecting project and RUN activities, gathering feedback and escalating questions or issues to the relevant owners.
AI and emerging tools
- Show curiosity about AI and other emerging digital tools, and keep informed about solutions that may be relevant to the role.
- Explore practical uses of AI-assisted tools to support documentation, summarisation, reporting and workflow improvement.
- Review AI-generated content before use and follow organisational policies on data protection, confidentiality and responsible AI use.
YOUR PROFILE
Experience
- 3-5 years of experience in a PMO, project coordination, operational support, reporting or change-coordination role.
- Experience supporting both project activities and ongoing operational activities is an advantage.
- Ability to manage recurring deliverables independently and seek guidance when decisions or issues fall outside the scope of the role.
Essentials
- Strong organisational skills and attention to detail.Ability to structure, maintain and update documentation, registers and reporting materials.
- Clear written and verbal communication skills, with the ability to adapt messages to different audiences.
- Good interpersonal skills and the ability to work effectively with multidisciplinary teams.Ability to coordinate stakeholders, follow up on actions and escalate issues appropriately.
- Good working knowledge of spreadsheets, presentations and common collaboration tools.Initiative, reliability and a structured approach to managing priorities.
- Curiosity about AI and digital tools, with the ability to use them responsibly and review their outputs critically.
Desirable
- Previous experience in a PMO or project environment.Familiarity with project governance, RUN operations or process documentation.
- Experience supporting change adoption or internal communications.Familiarity with Jira, a PPM dashboard or similar project-reporting tools.
- Basic understanding of budget-planning processes.
- Experience maintaining licence, contract, KPI or stakeholder registers.
- Experience coordinating newsletters or onboarding activities.
- Experience using AI-assisted tools for drafting, summarising or structuring information, in line with data-security requirements.
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