Project Portfolio Coordinator

Job Description

The Project Service Manager role at ACZENTA is responsible for coordinating all project planning, control, and reporting activities. This includes scope, schedule, cost, and budgeting, risk management, and document management.

About the Role

This position reports to a higher authority and has direct subordinates. The key responsibilities include:

1. Coordinating project planning, control, and reporting activities
2. Defining competencies and staffing needs for project services activities
3. Coordinating with Development Project Manager for Projects Assurance Reviews, Gates authorization, and Releases
4. Ensuring the planning, monitoring, and updating of the project schedule
5. Ensuring the definition of the project budget accuracy
6. Ensuring robust and integrity definition of cost and schedule estimates
7. Ensuring execution of project risk management activities
8. Coordinating and supporting preparation of OPD key deliverables (DSPs, Close-out)
9. Coordinating assessment and formalization steps of potential project changes
10. Consolidating and tracking potential and approved project changes
11. Ensuring monitoring and update of the project schedule, progress, and cost figures
12. Updating project baselines
13. Ensuring accurate and timely project reporting
14. Ensuring update of Company database
15. Ensuring control of project documents, excluding engineering documents

Key Responsibilities

The key responsibilities of this role include:

1. Definition and implementation of project coordination and project control procedures (planning, progress measurement, cost control, cost estimates, document management) accordingly to applicable company rules and standards
2. Supporting Development Project Manager in preparation of project independent reviews
3. Supporting Development Project Manager in application of project change management processes
4. Liaising closely and maintaining effective communication and functional link with competent project control HQ functions
5. Actively supporting and facilitating project workshops on areas of competence
6. Reviewing project reports
7. Supporting and facilitating gathering of available knowledge during first development phases

Project Configuration

The project configuration involves:

1. Development Project Scope Definition
2. Create ABS (Activities Breakdown Structure), Create WBS (Work Breakdown Structure)
3. Develop Project Communications Plan: process of determining Project Stakeholder information needs and establish project communication channels, both external & internal to the project team
4. Develop Project Risk Management Plan & Risk Responses ( Identify Risks, Risk Analysis, Qualitative Risk Analysis, Quantitative Risk Analysis)
5. Develop Project Schedule Baseline: Sequence activities, Estimate activity resources & durations
6. Development Project Cost Estimation (CAPEX, OPEX, DECOMMISSIONING)
7. Plan Project Procurements
8. Project Budget Determination
9. Project Quality Plan
10. Schedule & Cost Risk Analysis
11. Value Management (capability to lead and facilitate improving practices workshops: Opportunity Framing, Lessons learned capitalization and identification, decision making scenarios, etc )

Development Investments Authorization Process

The Development Investments Authorization Process involves:

1. Development Projects authorization, re-authorization, close-out activities reports preparation and monitoring
2. Economics for Development projects

Project Executing Process

The Project Executing Process involves:

1. Direct and Manage Project Execution
2. Manage Project Team
3. Conduct Procurements, Contract Management - post award, Claim resolution
4. Perform Project Quality Assurance

Project Monitoring and Controlling Process

The Project Monitoring and Controlling Process involves:

1. Project Scope Control & Change Management
2. Development Project Control Costs
3. Development Project Gates, Assurance Review, Project Technical Review, Peer Review process involvement
4. Project Schedule Manage, Control & Baseline update
5. Monitor and Control Development Project Work
6. Monitor and Control Risks, Update Risk Management Plan & Risk Register
7. Perform Quality Control
8. Preparation of Project Performance Report (Weekly, Monthly) of the general status update, cost, economics, scheduling, authorization situation
9. Project documentation management

Project Closing Process

The Project Closing Process involves:

1. Close Project or Phase requirements and reports preparation for approval
2. Close Project Procurements
3. Historical and Lessons Learned informations collection and dissemination

Project Portfolio Management

Project Portfolio Management involves:

1. Analysis and aggregation of development activities for the configuration of the Company Project Portfolio and it's projection in time
2. Business Plan, 4 Years Plan and Budgets/Forecast of development projects
3. Definition of actions to prevent and solve detected projects criticalities and assure the monitoring of the approved corrective actions
4. Portfolio Monitoring and reporting of the general cost, economics, scheduling, authorization situation of development projects

ERP (Enterprise Resource Planning System)

The ERP system is used for:

1. EDAM effective use and implementation
2. PROJECT DIARY or equivalent system effective use and implementation
3. SAP and budgeting & accounting systems effective use and implementation
4. SIGEP effective use and implementation
5. Project Master Data Base management

Additional Skills & Knowledge

The additional skills and knowledge required include:

1. Construction Plan and Monitoring: Construction Planning & Monitoring
2. Commissioning Plan and Monitoring: Commissioning Planning & Monitoring, Facilities Partition (subsystems)
3. HSE Principles and Systems: Contaminated site remediation plans, Environmental legislation, regulations and technical standards, Environmental risk/ impact assessment and mitigation techniques, Waste management, HSEQ Principles and Systems, Environmental Remediation & Water Treatment Plants & Decommissioning
4. Contracts and Commercial Negotiations: Petroleum Agreements Contractual & econ. Evaluat.
5. Production Operations: Production Operations,
   Decommissioning & Abandonment Planning Management: Decommissioning Activity Plan preparation, Decommissioning Project Planning Updating & Follow Up, Decommissioning Project Support,
6. Drilling & Well Completion Activities

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