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LSEG Senior Executive, PMO, IMO in Colombo, Sri Lanka

Role Description

Reporting to the PMO Team Lead, the Senior Executive PMO Support role provides data management, collation and reporting services to the PMO function. The role sits within a Portfolio division reporting to the divisional PMO Team Lead or Portfolio PMO..

Working closely with both PMO Leads, the Senior Executive, PMO Support role is responsible for gathering, collation, calculation and presentation of Management Information (MI) related to the management of LSEG’s change projects and programmes, in line with LSEG’s relevant process and standards. The LSEG Project Management Policy defines the approach that must be followed by all projects, and details of the approach are documented in the Change Framework, which defines governance, processes and artefact templates. The Change Framework is used for all LSEG projects and project data is held in the Clarity PPM tool for ease of reporting.​​​​​​​

The role acts as a key support function and acts as first-line QA by monitoring the quality of data, ensuring this is maintained up to date and complete before being presented to senior stakeholders.

Working within the Integration Portfolio, the Senior Executive PMO Support will support the PMO team to ensure adoption and alignment to the Change Framework, provide data collation and reporting support and data administration and assurance.

NOTE: depending on current demand, the Senior Executive PMO Support role may be aligned with supporting a specific programme on an ad hoc basis.

Key Responsibilities

Adoption and alignment to the Change Framework

  • Adopt and embed best practice into all new projects through the alignment to the Change Framework for both Agile and Waterfall projects

  • Set up approved projects within key systems ensuring that the correct information is included in alignment with the Change Framework process

  • Produce the required artefacts for the various stage gates as defined in the Change Framework and retain these centrally as well any associated approvals

  • Make sure that when a project deviates from the defined stage gate criteria, that the exceptions process is followed and approved by the Portfolio PMO

  • Act as a Change Framework Champion across the stakeholder community for your projects

  • Provide input into the continuous improvements process based on feedback from your stakeholder community

Data Collation and Reporting

  • Work with Portfolio PMO, PMO Leads and/or PMO Analysts to ensure completeness and accuracy of project, programme, and portfolio data in the relevant PM system(s)

  • Amalgamation, filtering, and consolidating of project, programme and portfolio data for analysis and reporting purposes

  • Collate accurate and relevant data to support budgeting and forecasting

  • Collate data to support risk identification and evaluation, maintaining a clear and accurate risk log

  • Gather data/information on potential ideas and solutions, developing an understanding of cost/benefit principles.

  • Production of project, programme, and portfolio reports, in line with Group Transformation standards

  • Production of project, programme, and portfolio data extracts for analysis

  • Review project plans and timelines, and develop work schedules to achieve project timeline and milestones

  • Gathering data to support the application and monitoring of the change framework.

Data Administration and Control

  • Data administration, reconciliation, validation and data cleanse (where appropriate)

  • Ensuring that project, programme, and portfolio data is in the PM systems and storage for completeness and currency

  • Ensuring that project, programme and portfolio data is appropriately stored, is readily accessible, and is in line with Group Transformation standards

  • Identify areas of improvement for management of project, programme and portfolio documentation (e.g. Project Initiation Documents, Project Approval Papers, Business Plans, Lessons Learned)

  • Maintain a repository of project templates, both technical and management, to support the Project Managers

  • Document project resource requirement, assisting with planning if necessary

  • To undertake ad hoc tasks as required from time to time by the Finance Business Partner to assist in the general running of the Department.

  • Assist Portfolio PMO in the induction and training of all new project managers within the portfolio to ensure adherence to group standards

Financial Management

  • Perform regular financial reviews to track and measure financial performance against plan at the portfolio level

  • Work with the Portfolio PMO to provide accurate resource demand and supply data

  • Review approved Portfolio Change Requests to maintain the budget and drawdown figures within golden source

  • Liaise with Project Accounting to ensure costs are allocated to correct capex / opex codes

  • Lead the MIT billing process to ensure that charges are allocated to the correct entities and projects

  • Improve financial processes within the Portfolio Management team

Purchase Order Processing

  • To maintain the Purchase Order list and issue periodic updates to Project Managers.

  • Collect invoices and purchase orders and send to Accounts Payables to process.

  • To ensure that all POs are correctly calculated, approved and processed. Ensure that no POs are raised against the wrong project.

  • Investigate and resolve purchase order queries as required.

  • To reconcile invoices and POs and balance of POs

  • Ensure all invoices are sent to Accounts Payables team with a PO number.

  • To liaise with suppliers concerning invoice queries.

  • Control and investigate invoice mistakes, for instance if a PO does not have enough funds to cover for the invoice. Liaise with suppliers and PO requestors.

Communications

  • Contribute to project stakeholder identification and communication planning

  • Deliver clear and accurate analysis to facilitate stakeholder discussions

  • Builds trust by consistently understanding and fulfilling stakeholder requests in an accurate, timely and professional manner.

  • Accountable for all Purchasing related reports

  • Provide communications to all stakeholders across the portfolio including, but not limited to, Finance Business Partners, Project Managers and PMO

  • Reports to the LSEG PMO central team.

  • Contacts and liaises with Finance Business Partners for authorisation of Finance codes/Budget and Project Managers for orders.

  • Liaises with employees at all levels within the PMO team and Accounts Payable.

Key Behaviours

Major Challenges (The challenges inherent in the role that require a continual test of the role holder’s abilities)

  • Continuously adopt a pragmatic, flexible, and responsive approach.

  • Maintain supportive working relationships with stakeholders across the group

  • Working with teams in multiple locations simultaneously

  • Apply judgement to assess the relative importance of assigned tasks and prioritises effectively

  • To ensure that the Purchase Order Requests are accurately processed and deadlines are met

  • To ensure receipting and payment of invoices are processed on time

  • To ensure good internal control with respect to the Finances and Approval process. For example, purchase orders (PO’s) are raised and signed by the appropriate signatories, PO’s are raised using the correct Finance codes, and invoices are processed using the correct PO numbers.

Observation of Internal Controls

  • Demonstrate and practice adherence to LSEG internal controls and standards in data management, and document management and production (e.g. keeping appropriate records, following LSEG processes and using mandated tools, etc.).

  • Understand and adhering to the change framework

  • Demonstrates understanding of risk mitigation techniques and supports activities

Attention to detail

  • Continually monitor and evaluate the quality of data in the Group’s PM tools, and actioning or escalating to PMO Lead or PMO Analyst teams as appropriate.

Candidate Profile / Key Skills

Essential

  • Entry level for any relevant business admin qualification

  • Excellent information management, collation and reporting skills, and proficiency with reporting tools such as Clarity PPM or other similar PPM tools

  • Strong time management, workload planning and organisational skills

  • Excellent written presentation and documentation management skills

  • Excellent interpersonal and communication skills; proven ability to work within a team

  • Experience in a similar support role

  • A strong customer service focus and the ability to build effective working relationships with employees and external stakeholders/suppliers.

  • The ability to work effectively in a team environment and to process deadlines.

  • High attention to detail and an orderly approach to processing.

Preferred

  • Experience and knowledge of supporting a large number of projects

  • Experience and knowledge of Purchase Order Systems

  • Experience in a similar Support Function

  • Experience in financial services organisations would be beneficial

  • Background in data support, data maintenance roles

  • Experience working successfully with teams in multiple locations simultaneously

  • Educated to degree level or equivalent

At LSEG, we believe that creating a diverse and inclusive organisation is fundamental to the way we deliver on our promise – and our purpose. You’ll be part of an organisation of over 25,000 people, spanning 70 countries. We recognise the individual perspectives each of our colleagues brings, and our diverse workforce is one of our greatest strengths. In supporting collaboration and creativity and encouraging new ideas across a diverse and inclusive workforce, we can improve how we are driving financial stability, empowering economies and enabling customers to create sustainable growth.

LSEG offers a range of tailored benefits and support from healthcare and retirement planning to paid volunteering days and wellbeing initiatives.

We are an equal opportunities employer. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.

Please take a moment to read this privacy notice carefully, as it describes what personal information the London Stock Exchange Group (LSEG) (“We”) may hold about you, what it’s used for, and how it’s obtained, your rights and how to contact us as a data subject .

If you are submitting as a Recruitment Agency Partner, it is essential and your responsibility to ensure that candidates applying to LSEG are aware of this privacy notice.

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