Portfolio Management Assistant

Job content

Overview

Systems Planning and Analysis, Inc. (SPA) is a well-established and progressive defense contracting company in the Northern Virginia area just a few miles south of the Pentagon. We are a professional services firm established in 1972 that has a long-standing reputation for unrivaled technical and analytical support to some of the top decision makers in the Federal Sector. We do state of the art work and have a cadre of outstanding professionals on our team.

SPA has an immediate need for a Portfolio Management Assistant to provide contracting services to NATO!

Responsibilities

Under the direction of Head of Programme and Planning Office (HPPO) and the HPPO Portfolio Management Officer, the incumbent will perform duties such as the following:

• Provide direct first level support to Project Manager (PM) and Service Delivery Manager (SDM) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives;
• Provide MS Project and Enterprise Project Management (EPM) support to PMs / SDMs and assist with project planning, resource allocation and project maintenance to ensure PMs / SDMs meet their commitments and projects and services stay within agreed tolerances;
• Provide guidance and mentoring to PMs / SDMs on project management processes;
• Assist in managing and provide monitoring, reporting and maintenance on agreed project and service KPIs and inform PMs / SDMs on any recognized anomalies and assist in taking corrective actions;
• Prepare and participate in Project Boards and other project management related activities;
• Assist PMs / SDMs with project and service reporting and documentation through quality review of Project Management Deliverables (PMD);
• Act as focal point for MS Project, EPM and Time Accounting System (TAS) issues;
• Assist in timely completion of TAS within service line; collate and analyse data; follow-up any recognized anomalies;
• Assist with project financial issues and queries;
• Assist in monitoring resource allocation to projects and services and support Resource Managers in resolving identified issues;
• Provide support in management and maintenance of Service Line’s project and service portfolio;
• Assist in managing financial forecast preparation and reporting, i.e. preparation of the Quarterly Financial Report of the service line;
• Liaising with service lines PMs / SDMs and other functional roles in the Agency to ensure correct execution of Agency’s exception, closure and other project / service processes;
• Deputize for higher grades staff, if required;
  

Qualifications

Required Qualifications:

• Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience
• Expert knowledge in MS Excel and MS Power Pivot;
• Advanced knowledge in MS Access database programming;
• Sound knowledge and experience in the use of Microsoft office automation packages (Word, PowerPoint and Access or other database application), in use of computer-based tools for project planning/control (MS Project or similar);
• Sound knowledge of SharePoint;
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
• National of one of the 30 NATO countries
• In possession of an active National and/or NATO Secret security clearance
  

Desirable Qualifications

• A recognised formal Project Management qualification, such as PRINCE2 or PMP and / or ITIL Intermediate Level Certification;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT