Consultant PMO Analyst

Result of Service Under the supervision of the EAPM Unit Head, the incumbent will assist in the organization and management of project activities with the goal of ensuring that portfolio objectives are met on time and within budget. The PMO Analyst will also work with Project Managers to maintain the Project Portfolio Management (PPM) tool, ensure quality of project updates, create portfolio and KPI reports and support project prioritization and project roadmap activities. The incumbent will work with the Project Managers to ensure project compliance to established project governance requirements while supporting key initiatives of the EAPM unit by monitoring project plans, schedules, work hours, budgets, expenditures, as well as organizing and participating in stakeholder meetings.

Work Location Montreal, Canada

Expected duration It should be noted that this consultancy is to be filled on a full-time basis for an initial period of Six (6) months with the possibility of renewal.

Duties and Responsibilities THE ORGANIZATIONAL SETTING

The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security, and environmental protection. To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property.

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, as well as by using results based management skills and tools to support the Organization in implementing its Strategic Objectives to serve all stakeholders of the world aviation community.

The Information and Administrative Services (IAS) Division falls under the auspices of the Bureau of Administration and Services (ADB) and is headed by the Deputy Director, IAS (DD/IAS) who has responsibility for planning, developing and implementing an information management strategy, setting and enforcing common IT standards throughout the Organization.

The Information, Communications, and Technology Section (ICT), under the management of the Chief, ICT Section (C/ICT), reports directly to the DD/IAS and is a service provider, which plans, acquires or develops and manages the organization’s enterprise applications and systems. Key activities of the Section include the establishment of core infrastructure and network services; software development and support for enterprise applications; Enterprise Architecture and Project Management; Enterprise Resource Planning (ERP) system support, Web management as well as Regional Offices support.

The Enterprise Architecture and Project Management (EAPM) unit oversees the development and management of enterprise Architecture framework providing and coordinating IT architectural solutions, business intelligence solutions, as well as resource pools for business process and work programme automation. The unit is also responsible for the oversight of the IT Project Management Office (PMO) activities across the organization in support of the Project and Programme Management (PPM) framework, artefacts, and its system tools.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1: Assist in the management of the PMO operations (incl. Expected results) Support H/EAPM in the operations of the IT project Management Office, achieving results such as: - Support PMO communication plans to ensure timely dissemination of information to sponsors and other stakeholders. - Facilitate the accurate and timely input of project details into PPM to support the creation of monthly Project Report and dashboards. - Provide support in the creation and operation of project controls ensuring compliance and quality on project reporting, including budgets, timelines, scope, progress, project health, risks, and issues. - Ensure compliance with ICAO’s PM Framework and project management processes / tools / methods identifying any improvements.

Function 2: Project Managers and Business Analyst pool coordination (incl. Expected results) Assist in the coordination and management of the PM and BA pools ensuring that current and future programmes and projects are equipped with proper resources, achieving results such as:

• Assist in the capacity planning and resource tracking service across the IT portfolio of projects.
• Capture the resource requirements of projects and the PMO itself
• Evaluate future resource needs, based on project plans, close liaison with the relevant implementation managers.
• In consultation with others, provide factual data aimed to support the decision on the best source for the required project.
• Collaborate in the planning and support of the acquisition of the necessary staff, in terms of both skill content and quantity, ensuring they are in place at the time needed.

Function 3: Enhancement of the PM and BA pools (incl. Expected results) In alignment with EAPM training plans, promote the continuous improvement of project management and business analysis skills in the organization, achieving results such as:

• Establish formal mentoring and coaching guidelines and mechanisms
• Provide ‘help squads’ — supplementary skills to fill shortfalls within the portfolio, programme or project; assist in engaging ‘just in time’ resources where new requirements surface at short notice
• Take an active role in the training and development of project managers and business analysts to increase the available skills capability and capacity within the business.
• Support the consultants’ contractual status, closely monitoring use of resources across projects to ensure ongoing value for money and that the requirement still exists.

Function 4: Provision and reporting of project data (incl. Expected results) Based on resource plans and project plans, collect project data and generates reports to multiple audiences through aggregated data, achieving results such as:

• Provide regular reports to different management levels, including a commentary on project and individual performance, coordinating upward aggregation of data/information and reports, project status reports, management dashboards etc.
• Develop a reporting calendar with reminders to information contributors, ensuring that the resource pool is fully engaged and committed to reporting standards and schedules.
• Implement and manage the reporting cycle, chasing information as required and challenging the quality of the component data.
• Ensure the reporting process is robust, exception-based and flexible enough to meet the changing needs of the programme or project.

Function 5: Support to Business Process Optimization (incl. Expected results) Provide support to process oversight and improvement by monitoring PMO tools and automation, achieving results such as:

• Ensure that processes are continuously aligned with the IT systems used, taking the necessary actions to coordinate with the appropriate areas that support these systems to adjust and perform realignments when needed.
• Meet with the PM and BA pools to review from time-to-time the business processes used with the purpose of identifying opportunities for optimization and streamlining of the management processes and systems used.
• Train and coach the BA and PM pools in the use of established management tools, such as SharePoint, JIRA, MS Project, etc..

Function 6: (incl. Expected results) Performs other related duties, as assigned.

Qualifications/special skills Academic Qualifications: - A first-level University degree in information technology or a related field. - PRINCE 2 or PMP certification

Experience: Essential - A minimum of five years of experience in project management. - Extensive knowledge of project management methodologies, as well as professional qualification in PRINCE 2 or PMP. - Ability to organize and prioritize workload, and coordinate several projects at one time with aggressive deadlines - Progressively responsible professional experience in management and administration of cross-functional personnel. - Excellent knowledge of Microsoft Office and SharePoint, MS Project Professional and MS Visio. - Knowledge of collaboration systems such as Confluence, and bug tracking systems such as Jira, is a great asset. - A proven track record in delivering maintaining information and data systems focused on project reporting and dashboarding. - Proven team player with excellent communication (written and verbal) and interpersonal skills

Desirable - P3O Training and Certification - Tableau and/or Dundas BI practical application knowledge - Knowledge of EA systems such as LeanIX

Language: Essential - Fluent reading, writing, and speaking abilities in English.

Desirable - A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, or Spanish).

Additional Information Please note that the daily rate for Band B varies from CAD $ 248 to CAD $ 392. Work schedule and attendance will vary depending on the needs. Part of the consultancy services are expected to be delivered at the ICAO HQ premises, and part remotely from the consultant location.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.