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