Assistant Project Manager

About the Role
A project manager delivering moderately complex projects using standard project management methodologies and practices. Manages project scope, schedule, cost, risk, and communication, applying sound project management techniques under broad guidance. Contributes to project delivery quality by coordinating project work, supporting stakeholder engagement, and maintaining accurate reporting and documentation. Builds broader project management capability and prepares for progression to leading more complex projects.

Responsibilities
Responsibilities describe the typical accountabilities and scope of work for this job, while recognising that individual objectives are set with the manager and may vary over time.

• Continuous Improvement: Contribute to reviewing existing operations in own area of work, and generate new ideas to assist in identifying continuous improvements.
• Document Preparation: Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
• Project Assurance: Conduct assurance reviews within the project, facilitate the delivery of assurance reviews by independent third parties, and take appropriate action to resolve any issues identified, so that senior stakeholders have confidence that the project can deliver according to time, budget, and quality.
• Project Closeout and Handover: Draft elements of product documentation and user training to support handover to business as usual. Contribute to post-project reviews and identification of lessons learned.
• Project Planning: Produce workstream or project plans, ensuring that all activities are identified, are appropriately organized to deliver project objectives, and comply with the organization's project management framework.
• Project Reporting and Review: Draft project review reports and presentations, including key information, commentary, and recommendations, to support the review process and enable stakeholders to evaluate progress and agree on change.
• Project Resource Management: Manage the deployment of project resources, proactively managing project costs, providing forecasts, and presenting variances with narrative at appropriate review points to ensure effective utilization.
• Project Risk and Issue Management: Identify and evaluate risks, issues, dependencies, and constraints associated with the project, escalating matters where appropriate. Where necessary, develop, agree on, and implement solutions to overcome these concerns.
• Project Scope Definition: Manage the delivery of research, workshops, and other activities to support the specification and agreement of project deliverables.
• Project Team Management: Lead a small project team; communicate the necessary outcomes and the direction required to achieve them; coordinate team actions on project tasks; request additional team member support when needed; and identify areas of improvement to build the capability of the team through training, coaching, and mentoring.
• Requirements Management: Coordinate the identification and elicitation of requirements; conduct analysis of those requirements for completion and alignment; document and manage requirements throughout the life of the project; and coordinate the verification of the end deliverable. Generally done at the level of project phases.
• Stakeholder Management: Plan and deliver stakeholder engagement activities to develop effective working relationships for projects and to ensure that stakeholder needs and concerns are identified and met.
• Work Scheduling and Allocation: Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Competencies
Competencies describe the observable behaviours that differentiate effective performance in this job and guide expectations, feedback, and development discussions.

• Action Oriented – Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Balances Stakeholders – Anticipates and balances the needs of multiple stakeholders.
• Communicates Effectively – Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Cultivates Innovation – Creates new and better ways for the organization to be successful.
• Customer Focus – Builds strong customer relationships and delivers customer-centric solutions.
• Decision Quality – Makes good and timely decisions that keep the organization moving forward.
• Directs Work – Provides direction and removes obstacles to get work done.
• Drives Results – Consistently achieves results, even under tough circumstances.
• Ensures Accountability – Holds self and others accountable to meet commitments.
• Manages Complexity – Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
• Manages Conflict – Handles conflict situations effectively, with a minimum of noise.
• Optimizes Work Processes – Knows the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Organizational Savvy – Maneuvers comfortably through complex policy, process, and people-related organizational dynamics.
• Plans and Aligns – Plans and prioritizes work to meet commitments aligned with organizational goals.
• Resourcefulness – Secures and deploys resources effectively and efficiently.
• Situational Adaptability – Adapts approach and demeanor in real time to match the shifting demands of different situations.

Skills
Skills reflect the technical, professional, and functional capabilities required to perform the job effectively at the expected level.

• Data Management Techniques - Project and Program Management – Works with full competence to collect, analyze, and interpret project and program data from various sources.
• Prioritizing – Works with full competence to prioritize components of a project, program, or portfolio work in context with risks and activities.
• Project Benefits Management – Works with full competence to identify, track, and enable the achievement of the planned benefits and intended outcomes of a program.
• Project Change Management – Works with full competence to identify, manage and control project related changes.
• Project Communications Management – Works with full competence to ensure timely and appropriate management of project information.
• Project Estimating – Works with full competence to estimate costs, durations, resource needs, etc. across the life of the project.
• Project Management Techniques – Works with full competence to plan and manage small project work assignments.
• Project Organization and Structure – Works with full competence to build the structure and culture of the project team.
• Project Quality Management – Works with full competence to establish and manage the quality policies and procedures for a project.
• Project Scope Management – Works with full competence to identify, verify, and manage changes to the project scope.
• Project Tracking and Reporting – Works with full competence to measure and report on the status of project milestones.
• Requirements Traceability and Management – Works with full competence to manage the documentation and traceability of requirements throughout the project life cycle.
• Stakeholder Expectation Management – Works with full competence to identify and manage stakeholder expectations.
• Strategic Project and Program Alignment – Works with full competence to align project work with the organization’s goals and objectives.
• Systems and Tools - Project and Program Management – Works with full competence to leverage project management software and collaboration tools.

Education

• Bachelor's Degree or Equivalent Level

Experience

• General Experience: Sound experience and understanding of straightforward procedures or systems (7 to 12 months)
• Managerial Experience: Basic experience of coordinating the work of others (4 to 6 months)