Project Admin Analyst

CGI-experience the commitment

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Category: Database Administration
City: Bonifacio Global City, Abra, Philippines
Position ID: J0317-1073
Employment Type: Full Time

Position Description:

Project Admin Analyst
A position providing a full range of project management related support


Performance criteria
You will be assessed on the success in your role according to the achievement against these Terms of Reference and your performance against Performance Indicators.

Confidentiality
As Quality and Project Admin Analyst, you will have access to information of a confidential nature. You will be expected to maintain that confidentiality. You should ensure that confidential documents are kept under lock and key and that electronic versions are secured as well.

Security Responsibilities
As CGI Philippines staff, everyone shall be responsible for the security of the information that they use or manage, and shall ensure that appropriate measures are taken to preserve its confidentiality, integrity and availability for use. The following are basic security obligations:
• Be aware of one’s obligation under legislation governing data protection, computer misuse, copyright protection, intellectual property, the retention of public records and the common law;
• Act with propriety in the use of the business units’ Information resources;
• Familiarize with and conform to the Information Security policy and related Standards, Guidelines, etc;
• Report immediately to one’s Line Manager and Information Security Officer, any breaches, or suspected breaches, of the CGI Philippines Information Security policy.

Change in Quality and Project Admin Analyst Role
• Any change of Quality and Project Admin Analyst is to be agreed with the Team Lead
• The handover period should be a minimum of 1 month but will be agreed with the Team Lead at the time of the change
• Responsibility for ensuring the handover is carried out in accordance with the documented process resides with the existing Quality and Project Admin Analyst – all aspects of the service must be covered to avoid service failures
• On completion of the handover period the new incumbent will be deemed to be fully responsible for service delivery
• Any issues arising from the handover, together with recommendations for resolution, should be discussed with the Team Lead if there is a potential for service failure
• You may not subcontract any part of the work outside CGI without the approval of the BMSS Director

Your future duties and responsibilities:

Special Responsibilities:

Shell H3 Joint Status Report (IVAP)
• To chase and compile inputs from Transformation and Service contributors.

Monthly Service Review Pack
• Scheduled every 3rd week of the month

HSSE Documentation
• Scheduled every 1st week of each month
• Document Health and Safety incidents and forward to proper channels (Shell distribution)

Programme Announcement
• Format Draft
• Issue team newsletters
• Minor contributions/Updates
• Issue client facing newsletters

Programme Weekly Bulletin
• Format Draft
• Minor Contributions/Updates
• Issue to targeted Distribution List

Meeting & Events Administration
• Ensure meeting rooms are available for all internal and external meetings
• Own the PMO Conference Call
• Set up all Transition Governance meetings both internally and externally
• Issue agendas prior to each meeting
• Document notes and actions from each meeting.
• Maintain central actions log both internally and externally (via Live Link)

Travel Administration
• Act as SPOC for all administration duties with regard to booking flights and hotel accommodations for the Programme team
• Ensure management approval is obtained in line with the Logica Travel policy
• Act as liaison for programme visa processing

SharePoint Management
• Maintain H3 Workspace and Configuration Management Plan
• Update Peoples & groups list
• Issue New Joiners Access and remove leavers

PrimePortal & #define
• Ensure that proper access is issued to both parties (Logica and Shell).
• Liaise with Shell customer support desk.

16 Programme Distribution List
• Schedule weekly updates from New Joiner, leavers workbook and Stream Leads

Joiners & Leavers
• Manage New Joiners list & update Leavers Workbook
• Develop and maintain Staff Induction Pack

Programme Staff List
• Update Transformation Resource sheet

General Administration
• Maintain the Transformation Holiday Tracker (Annual Leave Tracker)
• Maintain Programme Contacts List
• Minutes of (weekly FC/ CGI call)

Required qualifications to be successful in this role:

Essential Skills, Qualification and Experience

Competency:
 Minimum 3-4 years of experience in working in project / programmes with exposure to entire project lifecycle
 Experience in working with project teams both onshore and offshore. Should be able to work under tight deadlines
 Ability to communicate at all levels especially senior stakeholders

Skills:
 Excellent written, verbal communications, presentation and reporting skills
 Expert in MS Office suite including MS Excel and MS PowerPoint to create different data analysis views
 MS Outlook (Calendar Appointments/Meetings, Exchange outlook, mailbox permissions, delegating & IMAP Protocol)
 Microsoft SharePoint Management background (Customize structure, architecture & appearance. Performing backup and restore, configuring e-mail on the site, and implementing site templates, basic knowledge in html.)
 Travel coordination experience is a must.

Desirable Skills and Qualifications:
1. Should have good learning ability and has flexibility to handle different functions as may be required
2. Requires minimum supervision, can work independently and can be resourceful enough and equipped with whatever is required to get the job done
3. Should possess some leadership ability
4. Should be customer centric and should manifest good level of professionalism

JOB REQUIREMENTS

Geographic Location
• No specific location required

Qualifications/Education
• University degree or equivalent experience

Knowledge
- Business Management System (CGI Management Foundation)
- Service, project, program management processes, internal processes.
- Internal BU processes and engagement management hands-on experience
- Standards (ISO 27001 in particular for BU Security and Client Info Security)

Attitude
- Credible and professional, unimpeachable integrity
- Curious and sceptical
- Can recognize when his/her own abilities are not sufficient
- Not afraid of confrontation

Training
- Ensure Quality through the CGI Management Foundation
- CPMF II – Overview module (track T1a) at a minimum (no contract delivery process to audit)
- Completion of CGI Internal Quality Auditor Course

Language
- Fluent Oral and Written communication English

JOB COMPETENCIES

Core CGI Values
• Partnership and Quality
• Intrapreneurship and Sharing
• Respect
• Financial Strength
• Objectivity and Integrity

Functional/Technical
• Proficiency in Systems and Tools
• Experience with MS Office tools
• Business Analysis
• Proficient in the English Language (written and spoken) is required
• Process Improvement
BEHAVIORAL
• Analytical Thinking
• Problem Solving/Decision Making
• Conflict Resolution
• Communication and Interpersonal Skills
• Action Oriented
• Time Management
• Detail-oriented
Others
• Willingness to work in shifts.
• Must be flexible with the ability to adapt to changes quickly and think conceptually.

What you can expect from us:

At CGI, we’re a team of builders. We call our employees members because all who join CGI are building their own company - one that has grown to 65,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients - and for our members. Come grow with us. Learn more at www.cgi.com.

This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.

We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.

No unsolicited agency referrals please.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.


Skills:

  • Analytical Thinking
  • Detail-oriented
  • Multi-tasking
  • Performs Well Under Pressure
  • Problem Solving/DecisionMaking
  • Project Management
  • Strategic Thinking

 
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