Project Management for NCI Academy Projects and Programmes of WorkLocation: Oeiras, Portugal.
Period: Delivery driven (start on 02 Jan. 2025).
Duties/Roles: Plan/replan the Project Management Plan (PMP), project work packages, tasks, resources allocation to tasks, and travel plan together with the NCI Academy PM supervisor, NCI Academy Portfolio Management Office, Work Package Leads, and other relevant stakeholders (e.g. QA, Learning Design and Development, etc.) using the NCI Agency ServiceNow tool.Actively monitor project expenditures versus the agreed budget using Oracle Enterprise Business Application (EBA) and ServiceNow.Approve the booking of resources (hours, OPEX Labour, and OPEX Travel) using ServiceNow and EBA.Support Work Package Leads to plan and execute work package activities/tasks and monitor some events to understand status and quality.Track the progress of the work package execution versus the plan (through discussions with Academy and ACT Work Package leads).Review project deliverables for quality control when ready for handover to customers, identifying recommended follow-up actions.Monitor achievement of milestones; capture concerns (exceptions, risks, and issues) and replan when necessary (e.g. additional work, additional travel, unavailability of resources, etc.).Produce Project Highlight Report (PHR) and Project Completion Highlight Report (PCHR) each Quarter, to be submitted to Project Sponsor.Schedule, prepare, and support the execution of a monthly project review with NCI Academy Work Package leads.Organize and facilitate a quarterly project review meeting with Project Sponsor, capturing meeting minutes (status, decisions, and action items).Liaise with the Project Sponsor whenever required, ensuring any blocking points or concerns are addressed proactively.Monthly report to the NCI Academy PM supervisor, and NCI Academy Portfolio Management Office on the progress of the project, estimated percentage complete/earned value of each work package, budget expenditure, and estimate of budget at completion, milestone achievements, and status of KPIs, quality, and exceptions.Actively identify and manage risks, issues, and actions related to project delivery and milestones achievement, and collect lessons learned.Designate the risks and issues that should be NCI Academy internally managed, and the risks and issues that should be managed together with the customer.Record and continuously update project risks in the risk register of ServiceNow.Determine the appropriate mitigation and response actions and actively manage these to deliver the appropriate effect.Monthly risk and issue review (with risk owners) and report for internally managed risks and issues, and for risks and issues managed together with the customer.Coordinate and ensure alignment with key NCI Academy, NCI Agency, and ACT stakeholders.Regularly engage, as needed, with NCI Academy stakeholders, NCI Agency stakeholders, ACT, and OCIO stakeholders to coordinate and align on information requirements, activities planning, preparation and execution, visits, deliverable dates, and scope.Organize and lead frequent meetings, workshops with customers in meetings and communications with ACT on the topic.Support work package leads with Statements of Work development, Requests For Quotation, and contractor deliverables tracking.Create a monthly communication plan with objectives and expected participants.Create a summary of engagements conducted during the month and support provided to the Work Package leads.Support the work package leads to organize and execute activities, tasks, and events.Support the development of price proposals (PP) for 2025 ACT Programme of Work and Customer Request Form (CRF).Assist the Work Package leads to iteratively develop price proposals, creating the WBS, and estimating required resources, cost, and schedule.Use Request to Proposal (R2P) Business Intake tool for Price Proposal development and coordination.Skills, Knowledge, Experience Required: Mandatory: The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract.Experience with managing Programmes of Work between NCI Agency and large customers.Experience with managing projects that are focused on Training Needs Analysis, the design and development of learning solutions, as well as innovation of delivery methods in the NATO environment.Experience with managing projects that are focused on Education, Training, Exercises & Evaluation [ETEE] Functional Services.Certification and experience with Project Management Prince 2, Project Management Professional (PMP), or equivalent training and certification.Project management experience using Agile as well as Waterfall methodologies.Knowledge and experience using ServiceNow and JIRA for project management.Experience in risk and issue management.Knowledge of and experience with the NATO Command Structure, the NATO Force Structure, and the NATO Political Structure.Experience with working in an International environment with Military and Civilian elements.Experience with working with the NCI Agency.Experience with the development of training materials.Knowledge and experience with working with the NCI Academy.Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).
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