Project Analyst
JOB DESCRIPTION & SPECIFICATION
Job Title: Project Analyst
Post Number: 78144
Proposed Job Level/Grade: GMG/SEG 2
Division: Corporate Services
Reports to: Director – Programme and Project Management
Direct Reports: N/A
1. Strategic Objectives
The Corporate Services Division is responsible for providing essential services to the other divisions to support the successful execution of the core Treasury functions of the Department. This Division has responsibility for human resource policies, procedures, and advice to guide management and staff; and to facilitate organizational development which includes the review and re-design of business processes. It is also responsible for capacity building including the hiring of staff and the facilitation of staff training and development for best fit, competence and high performance. The Division is also responsible for effective employee and industrial relations, a comfortable work place and facilities, and occupational health and safety. It facilitates the establishment of an accountability framework for the Department to include organizational risk analysis, strategic planning, and performance management; and provides customers and stakeholders with high quality information and service. The Division manages the finances of the Department, which includes procurement management.
This Division operates on the authority of the Financial Administration and Audit Act, the Public Service Regulations 1961, the Public Sector Staff Orders 2004, the Official Secrets Act, the Access to Information Act, the Corruption Prevention Act, and various other enactments.
2. JOB PURPOSE
Under the general direction of the Director, Project Management, the Project Analyst is responsible for working closely with process owners, consultants, and identified stakeholders to achieve project success. The incumbent will assist with the planning, monitoring, evaluation and closure of project activities in line with standards, guidelines, and best practices.
3. Key Outputs
- Projects managed and monitored;
- Post-implementation review of projects conducted;
- Project Budget and cashflow monitored
- Protocols and standards reviewed and established;
- Implementation schedules reviewed and monitored;
- Project deliverables managed and monitored;
- Project reports of consultants/process owners examined
- Database to track expenditures developed and maintained;
- Data received on project performance consolidated;
- Project Status Reports prepared and submitted.
- Research conducted
- Post-implementation review of projects conducted;
- Project Budget and cashflow monitored
3. Key Responsibilities
Technical/Professional Responsibilities
- Develop project plans and documentation for the approval of the Director of Project Management.
- Participates in the development of the operational plan for the Unit;
- Prepares individual Work Plan;
- Provides the necessary technical support to the Director– including follow-up on action items and their implementation; preparing and circulating relevant documentation.
- Represents the AGD at meetings and workshops etc;
- Participate in Post-Project Implementation Review
- Assists with the design, development, and dissemination of project outputs.
- Coordinates project resources including staff, time, budget, tools, and facilities.
- Monitors project deliverables and resources.
- Prepares documentation and reports for project meetings.
- Coordinates activities to support the timely provision of project milestones and tasks.
- Prepares milestone and completion reports as necessary.
- Prepares a range of project-related documents for key stakeholders as required, including status updates, reports, budgets, and discussion papers to manage the flow of information.
- Assists in evaluating project outcomes and recommends improvements for future projects.
- Maintains project statistics and keeps a record of all information/data generated in the process of implementation.
- Assists in identifying potential gaps and/or obstacles that may compromise the success of projects and propose/ implement strategies/ corrective actions for project success.
- Develop and distribute reports and tracking templates and follow up with internal and external stakeholders as required.
- Assists in identifying and monitoring project risks and reviews and updates issue logs.
- Creates dashboards that provide an overview of business performance as required by stakeholders.
- Conducts research and analysis to support the development of projects and identifies trends to inform decision-making, planning, and feasibility of initiatives.
- Identifies and synthesizes best practices and lessons learnt from projects
- Identifies process improvements to support efficient delivery of the project
- Assists with project close-out activities
- Maintains client relationships including liaison, negotiation, and communication with key stakeholders;
- Coordinates various working groups and meetings to facilitate information sharing which supports project completion in line with project plans.
- Contributes to a knowledge base of methodologies, approaches and best practices in project implementation
Any Other Duties
- Any other related duty that may be assigned from time to time
4. Key Performance Indicators
The job is successfully performed when:
- Projects deliverables managed and monitored in keeping with established guidelines;
- Implementation schedules reviewed and monitored on an ongoing basis to ensure completion within scheduled timeframes and technical specifications;
- Project reports examined in keeping with established guidelines and standards;
- Reports are accurately prepared and submitted in a timely manner;
- Data received on project performance consolidated in keeping with requirements of the project plan and prepared within specified time frame;
- Post-implementation evaluation of projects conducted;
- Status reports prepared are comprehensive and accurate and submitted to relevant agencies on timely basis;
- Deadlines are effectively and consistently met;
- Research conducted in accordance with established guidelines and in a timely manner;
- A high level of performance is consistently achieved
5. AUTHORITY
- Sets parameters for project proposals and recommends approvals of project documentation.
- Evaluates the performance of project contractors.
- Monitors project expenditures.
- Implements changes to work plans in consultation with director to ensure alignment.
- Recommends corrective/improvement actions.
6. INTERNAL AND EXTERNAL CONTACTS
Internal
Contact | Purpose |
Accountant General | Receives directives and provides project updates |
Director Programme and Project Management | Receives directives, guidance and feedback |
Process Owners | Receives and provides information |
Staff | Provides project updates as required |
External
Contact | Purpose |
Project Consultants | Receives and provides information |
Ministries, Departments and Agencies | Receives and provides information |
7. REQUIREMENTS for this Job:
- Qualification and Training
- Bachelor’s Degree in Project Management, Business Administration, Management Studies or related discipline.
- Training in Project Management
- Essential Experience and Knowledge:
- At least three (3) years’ experience working in a project management environment.
- Good knowledge of project management principles and practices
8. Competencies
The incumbent is a senior public servant who represents the Government at all times; who is expected to participate in managing the Department, and to lead a team of professionals in realizing the goals and objectives of the Department, in a highly dynamic environment. The following competencies are required for the effective performance of this job:
Core Competencies
- Oral and Written Communication
- Problem Solving and Analytical
- Customer Focus
- Results Focus
- Integrity
Technical Competencies
- Project Management Principles and Practices
- Knowledge of Legislations, Policies and Procedures
- Research Skills
- Change Management Skills
Managerial Competencies
- Leadership Skill
- Emotional Intelligence
- Performance Management Skills
8. SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
Physical Demands - Pressured working conditions with numerous critical deadlines.
Work Environment - Normal office conditions.