Project management for NCI Academy Projects and Programmes of Work Working Location: Oeiras, PortugalLanguage: High proficiency level in English languageEXPERIENCE AND EDUCATION: Essential Qualifications/Experience: Experience of managing Programmes of Work between NCI Agency and large customersExperience 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 environmentExperience with managing projects that are focused on Education, Training, Exercises & Evaluation [ETEE] Functional ServicesCertification and experience with Project Management Prince 2, Project Management Professional (PMP) or equivalent training and certificationProject management experience using Agile as well as Waterfall methodologiesKnowledge and experience using ServiceNow and JIRA for project managementExperience in risk and issue managementKnowledge of and experience with the NATO Command Structure, the NATO Force Structure, and the NATO Political StructureExperience with working in an International environment with Military and Civilian elementsExperience of working with the NCI AgencyDesirable Qualifications/Experience: Experience with the development of training materialsKnowledge and experience of working with the NCI AcademyDUTIES/ROLE: Planning and Monitoring: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 toolActively monitor project expenditures versus the agreed budget using Oracle Enterprise Business Application (EBA) and ServiceNowApprove the booking of resources (hours - OPEX Labour, and travel - OPEX Travel) using ServiceNow and EBASupport Work Package Leads to plan and execute work package activities/tasks and monitor some events to understand status and qualityTrack 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 actionsMonitor achievement of milestones; capture concerns (exceptions, risks and issues) and replan when necessary (e.g. additional work, additional travel, unavailability of resources, etc.)Project Reporting:Produce Project Highlight Report (PHR) and Project Completion Highlight Report (PCHR) each Quarter, to be submitted to Project SponsorSchedule, prepare, and support the execution of a monthly project review with NCI Academy Work Package leadsOrganize 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 proactivelyMonthly 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, and budget expenditure and estimate of budget at completion, milestone achievements and estimate of percentage complete at end of year, and status of KPIs, quality and exceptionsProject Risk Management:Actively identify and manage risks, issues and actions related to project delivery and milestones achievement, and collect lessons learnedDesignate the risks and issues that should be NCI Academy internally managed, and the risks and issues that should be managed together with customerRecord and continuously update project risks in the risk register of ServiceNowDetermine the appropriate mitigation and response actions and actively manage these to deliver the appropriate effectMonthly risk and issue review (with risk owners) and report for internally managed risks and issues, and for risks and issues managed together with customerInternal and External Stakeholders Management:Coordinate and ensure alignment with key NCI Academy, NCI Agency and ACT stakeholdersRegularly 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, etc.Organize and lead frequent meetings, workshops with customers in meetings and communications with ACT on the topicSupport work package leads with Statements of Work development, Requests For Quotation, and contractor deliverables trackingMonthly communication plan (for following month) with objectives and expected participantsCreate a summary of engagements conducted during the month and support provided to the Work Package leadsSupport the work package leads to organize and execute activities, tasks and eventsDevelopment of Project Proposals:Support the development of price proposals (PP) for 2025 ACT Programme of Work and CRF's (Customer Request Form)Assist the Work Package leads to iteratively develop price proposals, creating the WBS, and estimating required resources, cost and scheduleUse Request to Proposal (R2P) Business Intake tool for Price Proposal development and coordination
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