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Inline PMO Lead - Vice President

OVERVIEW OF THE DEPARTMENT/SECTION

Mitsubishi UFJ Financial Group (MUFG) is one of the world’s leading financial groups. Headquartered in Tokyo and with approximately 350 years of history, MUFG has a global network with 1,100 offices in over 40 countries. The Group has over 140,000 employees, offering services including corporate banking, commercial banking, retail banking, wealth management, investment banking, capital markets, personal and corporate trust, and transaction banking.

The Group’s operating companies include Bank of Tokyo-Mitsubishi UFJ, Mitsubishi UFJ Trust and Banking Corporation (Japan’s leading trust bank), and Mitsubishi UFJ Securities Holdings Co., Ltd., one of Japan’s largest securities firms.

The Project Governance team is part of the IT Planning, Reporting and Administration department (IPR). The role of the IPR department is to ensure communication and liaison with Head Office (HO) in Tokyo, for both Bank and Securities, as well as accountability for EMEA Technology wide reporting, management of resourcing processes, management of asset processes and administration of wider planning processes including annual budget planning.

The In line PMO is part of the Project Governance team which validate Investment budget and monitor resource and resource as PMO function

NUMBER OF DIRECT REPORTS

2 Permanent reports at, AVP

4 Consultants / Contractors as part of wider project delivery team.

MAIN PURPOSE OF THE ROLE 

Support, guide and challenge the Portfolio Manager, Accountable Executive and Portfolio / Project Managers in planning, controlling, monitoring and organizing the portfolio, ensuring compliance with governance and reporting and that the book of work is within delivery capability and resource capacity. 

Own and drive portfolio and project reporting e.g. through the creation of the monthly portfolio reporting pack from updates made by Portfolio and project managers in Planview; creation of minutes and MI tailored for the target audience.  Cover other portfolio’s when required e.g. during scheduled absence.

Review and critique deliverables produced across the portfolio / projects for completeness and accuracy against policy and delivery lifecycle minimum standards; and provide structured feedback to project managers.  Work with Central PMO project assurance to schedule key checkpoints for external review.  Control submission of deliverables for Portfolio Committee and / or Bank Head Office / MUSHD review to avoid late / overdue requests.

Implement the Central PMO calendar across the portfolio / programmes / projects being supported, ensuring that the policy and project delivery controls are followed at all times, promptly escalating issues, risks and continuous improvement suggestions to the Project, Programme and Portfolio managers as well as Central PMO.

Partner with central PMO and other PMO in Front / Back Office to continually improve project, programme and portfolio governance, controls, methods and tools.  This is to ensure best practices and quality deliverables to internal and external stakeholders through providing feedback and working on improvement projects run within the central PMO team and in response to / to align to policy changes made by other teams or internal audit “management action plan” items .

KEY RESPONSIBILITIES

This role is responsible for supporting the portfolio teams to deliver projects smoothly and within the control framework specified by joint MUS, Bank EMEA, Bank Europe and MENA in the project delivery policy, project delivery lifecycle and other key controls.  You will be a key interface between the portfolio you are supporting and the Central PMO team.

This role is responsible for:

Reporting:

Act to implement central PMO requests and reporting cadence within the portfolios, e.g. check fortnightly Planview status updates have been actioned, challenge project / programme managers where progression does not seem to be madePrepare portfolio status reports for key forums including the following data items: RAID logs (which roll up into the central RAID log) and portfolio dashboards, milestones, tracking and analysis of actuals vs forecast across the full project portfolio across multiple sources of funding.

RAID:

Coordinate portfolio RAID creation, update and classification, including recommendation of which forum RAID items should be reported to / is relevant for.Ensure key RAID items are captured in Planview to ensure upward reporting.Ensure RAID data quality is up-to-date ie no over-due items and open items are closed promptly.

Project Documentation:

Support the Portfolio Manager in drafting or reviewing key deliverables (as appropriate) produced across the portfolio for completeness and accuracy against policy and delivery lifecycle minimum standards.Submit deliverables for Portfolio Committee and / or Bank Head Office / MUSHD review to avoid late / overdue requests.Provide document controls – including project documentation storage, version control and deliverable review to assure adherence to project delivery lifecycle methodology and minimum standards.

Governance:

Creation of minutes and MI tailored to the target audience.  Track actions to completion, providing MI on progress.Advise and escalate issues / general concerns about portfolio performance to the portfolio manager.Co-ordinate project and programme planning with the Programme / Project Managers – including critical path planning, milestone level ‘grading’, detailed financial tracking of actual spend vs forecast for the programme / projects (working with Central PMO), and ‘what if’ impact analysis in response to central Central PMO challenges.Ensure projects are tracked appropriately in Planview or other toolset, including resources and all financials as well as regular project updates feed into management reporting. Coordinate project assurance controls including stage-gate management, change control, workshop / meeting facilitation, document preparation and approval as well as allocation of resources and purchase order management.Oversee “on-going” key project documentation and ensure timely refresh e.g. of the RACI, Stakeholder and Governance Plan, Delivery Control management, resource and budget tracking.Provide ad hoc support across the portfolio for the Portfolio Manager and key stakeholders as required.Co-ordinate the response to oversight by risk and control teams external to this department – working with the portfolio lead to agree / authorize / track what is shared as well as closure of any actions arising from their review.

Financials & Resourcing:

Set up and maintain (in alignment with Central PMO ie using their reports) a financials register to track / anticipate key financial events across the portfolio.  Escalate when expected requisitions / invoices not received per project plan.Support the Project Manager(s) in maintaining accurate resource and finance forecasts in Planview, updating records to reflect named resources once available. Escalate budget issues as they emerge, supporting any change requests for additional funding as necessary.Provide regular financial and resourcing updates to portfolio stakeholders as part of regular reporting and ensure that there is regular review of actuals and update of forecast; prompt response to firedrills; regular management of invoices and requisitions by project managers. Ensure all views of financials are consistent and there are no surprises, e.g. contingency is understood and regularly challenged / released.   Track benefits from projects, programmes and the portfolio as a whole and hold sponsors and users accountable for reporting the delivery of these benefits on time. Working closely with the Control, Data and Project Accounting team.When necessary raise requisitions / process invoices on behalf of project managers.

Training:

Process and procedure expertise - able to champion the MUFG implementation of the toolset and processes, influencing portfolio manager as well as programme and project managers to adhere to MUFG requirements.

Continuous Improvement / Team Development:

Own the schedule of on-boarding training to new delivery team members within the portfolio; scheduling sessions with the various SME’s in central PMO.Contribute to the combined PMO function across EMEA Bank and international Securities in order to improve the control, reporting and escalation of issues and risks.Provide continuous enhancements and lead the delivery of improvements to project management standards, tools and methods in order to support the strategic direction of the Central PMO.Manage small improvement development projects for CPMO either under investment or BAU.

WORK EXPERIENCE

Essential:

5+ years experience in a Portfolio PMO Lead role or equivalent experience of establishing a function and defining approach / standards to achieving team objectivesPlanview – prior experience as an end user; good understanding of the data model and extraction / manipulation of large data sets from PlanviewExcel – intermediate standard; knowledge of how to download and manipulate large data sets e.g. define project management dashboards from multiple reportsOracle financials or equivalent toolset – experience in Payables modulePrevious experience of Planview and Power BI or equivalent toolsetMS Office – intermediate knowledge of Powerpoint, Word, VisioSharepoint – intermediate knowledgeWaterfall project delivery lifecycle knowledge including:Knowledge of project management processes, including RAID log management, financials and resource managementExperience of defining requirements / implementing the project management framework for others to adhere to (which itself is in line with policy), from initiation through to project closure / archive and championing adherenceExperience of supporting working groups / steering committees and ensuring minutes are takenManagement of project books and records throughout the lifetime of a projectExperience of managing project baselines / project change control (scope, plan, budget)Experience of budget management and structuring financials across a programme for streamlined and consistent update by the rest of the teamExperience in influencing others to adhere to project lifecycle and production of required documentation and owning the cadence thereof

Preferred:

Experience of supporting both Waterfall, Agile and combinations of “Prince 2 agile” delivery - how to balance the requirements / benefits of structured reporting vs agile deliver

SKILLS AND EXPERIENCE

Functional / Technical Competencies:

Essential

Financial – cost categorization (capital vs expense)Project / Programme management including change control (of one of or a combination of scope, budget, plan, benefits change to baseline)Project / programme baseline control and managementDelivering projects / programmes from cradle to graveLessons learned / post implementation review deliveryChange Risk managementFamiliarity with / experience of adhering to key controls (SOX, project delivery standards,  third party risk management, operational resilience management, data protection etc)Portfolio managementCreation / planning of a portfolio (annual planning)Delivery of a portfolioReporting (including executive reporting)Risk and issue managementRoadmap and critical path managementFinancial control / managementResource (demand and supply) managementStructuring governance (including Terms of Reference definition & management)

We are open to considering flexible working requests in line with organisational requirements.

MUFG is committed to embracing diversity and building an inclusive culture where all employees are valued, respected and their opinions count. We support the principles of equality, diversity and inclusion in recruitment and employment, and oppose all forms of discrimination on the grounds of age, sex, gender, sexual orientation, disability, pregnancy and maternity, race, gender reassignment, religion or belief and marriage or civil partnership.

We make our recruitment decisions in a non-discriminatory manner in accordance with our commitment to identifying the right skills for the right role and our obligations under the law.