Job Description

Basic Details: •Fill the required information about business, unit, location, position, reports to position and date of updation of JD•

Business



Health Insurance



Unit



Aditya Birla Health Insurance Company Ltd



Location



Mumbai



Poornata Position Number of the job



Reports to: Poornata Position Number



Poornata Position Title of the job



Reports to: Poornata Position Title



Function



PMO



Reports to: Function



PMO



Department



Project Management



Reports to: Department



PMO



Designation of the Employee



Manager - PMO



Designation of the Manager



Head - PMO



Date of writing/JD Update



22-Nov-2022



1) Job Purpose: •Write the purpose for which the job exists (in 2-3 lines)•

Responsible for end to end Project Management & Project Governance thereby ensuring project delivery as per the expected timelines along with meeting the end objectives of the Project customer.

• Responsible for the definition & maintenance of project management standards and process
• Support the successful delivery of projects undertaken by the organization through effective facilitation, tracking and reporting
• Assist by advising stakeholders and teams on the best use of project management disciplines and approaches and act as a first point of contact for any project management queries within the organization


2) Dimensions: •Mention quantitative or qualitative parameters that are relevant for the job and provide a better understanding of the scope and scale of the job.•



Experience:



• 7+ years of experience in driving Projects coupled with Insurance industry (preferably) experience. Planning and organizational skills that result in successful implementation and follow through on project-based work
• Experience of handling both Business and Technology projects.
• Experience in working with senior leadership team and handling third party vendors
• Experience managing people directly, including fostering their growth and development


Qualification:



• Preferably MBA/Management Degree/Diploma or some equivalent management course.
• Project Management certification (PMP, Prince2)
• Excellent communication skills necessary to work with a variety of partners and stakeholders at all levels of the organization.
• Knowledge of project metrics, including gathering, reporting, trend analysis, creation, and metrics.
• Proficient in MS Office applications, MS Project, VISIO, Adobe Acrobat Professional


3) Job Context & Major Challenges: Write the specific aspects of the job that provide a challenge (internal and external) to the jobholder in the context of the Business/Unit/Function/Department/Section

Job Context

• Ability to manage a large multi-faceted project/account/campaign or multiple projects at the same time. Must also be able to manage large scale Projects/Programs as a dedicated PM taking ownership of end to end deliverables as per the need
• Prepare and present governance dashboards to respective stakeholders
• Establish and maintain a standard set of practices, processes and templates for managing projects consistently and efficiently to reduce project related risk and costs
• Collect, consolidate and analyze program and project data to support effective decision making
• Monitor and report on compliance with established standards to ensure the organization adheres to agreed policies and standards



Major Challenges

• Driving Project prioritization amongst internal stakeholders to ensure alignment to budget and resource availability
• Manage internal/external interdependencies and balance competing demands to ensure objectives are delivered
• Ensure project and program management processes and systems are efficient and effective whilst aligned to business needs


4) Key Result Areas: Write the key results expected from the job and the supporting actions for each of these key result areas (For a majority of jobs typically there could be 4- 7 key result areas)

Key Result Areas



Supporting Actions



Project Governance



• Responsible for the establishment and management of a project methodology incorporating structures, standards, processes, documentation and reporting which is agile, fits the needs of the project and puts emphasis on the quality of decision making and timely project delivery.
• Establishes and manages processes supporting the Project Steering Committee, streamlining communications between IT Project Managers and project sponsors and empowering the committee to engage in meaningful and efficient debate of priorities and resource availability.
• Maintain processes to ensure project management documentation, reports and plans are relevant, accurate and complete
• Maintain and update the project management framework and disciplines necessary to support a PMO


Stakeholder Management



• Assist and advise Project Sponsors, BSG (BA) Team and Application teams to the best use of project management disciplines and approaches within a fast-paced, high tech environment
• Develop positive relationships with Project Sponsors, Innovation Managers, and teams to enable the PMO to provide support including facilitation, tracking and reporting on projects, and training
• Support IT Project Manager managing resource allocation, including adjustments based on emerging business or technical opportunities and challenges
• Assist with establishing PMO stakeholder management plan and implementation of the communication framework
• Act as a reference point for PMO queries and information and an advocate for best practices in project management
• Share lessons learned and best practices across programs, building relationships with stakeholders and brokering relationships at all levels
• Manage internal assignment of projects among PMO resources thereby ensuring merit based attention and priority is given to respective projects


Member/Market



• Participates in the development of Projects that may consist of a variety of innovation challenges including brand-led innovation, new business creation, new products, and strategic whitespace development.
• Understand the deliverables of internal and external PMO stakeholders and contribute to success through cooperative and collegial processes
• Contributes to the formulation of approved business plans, operating plans, budgets and capital expenditure requests in line with organizational strategic goals and objectives


Financial & Risk Management



• Track and report on project portfolio performance, providing a real-time, comprehensive, and prioritized view of all projects
• Monitor Project overhead and capital expenses to ensure achievement of cost efficiency and acting to correct any adverse variances.
• Contributes to overall organizational profitability by monitoring all areas of Project expenditure and reporting on performance against variations.
• Assist IT Project Managers incorporate strategies for cost efficiencies within their business case and project design
• Identify and Monitor project risks & issues to ensure that appropriate risk mitigation actions/plans are in place


Communication Management



• Contributes to the flow of communication within the team, by actively participating in team meetings
• Prepares and submits reports as required by the IT Project Manager.
• Ensures familiarity and compliance with all organizational policies and processes


5) Relationships: Describe the nature and purpose of most important contacts or relationship (except superior/team members) with individuals, departments, organizations inside and outside of the organization, that job is required to interact with in order to deliver the job objectives


Relationship Type Frequency

Nature

Internal



CEO



Weekly (PMO Update)



• Share key updates on the project under PMO purview
• Seek direction on deadlock issues (Eg. Project prioritization)


Project Sponsor (CXOs)



Steering committee meetings (monthly), Weekly status reporting, Escalations (case to case basis)



• Facilitate project prioritization based on measurable parameters
• Escalate especially to resolve stagnant issues, keep informed on project progress, advise and receive instructions
• Highlight project risks and recommend appropriate mitigates


Project Champion/Business Lead (All Function depending on nature of the project)



Throughout the project lifecycle (weekly)



• Work in close coordination throughout the lifecycle of the project
• Seek expertise and direction for functional specific issues to ensure seamless execution to the maximum possible extent


IT Team (BA and IT Project Managers)



During project execution



Daily tracking on IT related tasks (BA requirement gathering, obtaining vendor estimation, System development, production movement and system Go Live)



Testing Team (via Test Manager)



During System testing phase



• Ensure System test case preparation and ratification from business SMEs
• Ensure end to end coordination during system testing and bug fixing until final testing sign off


Project Team



During project execution



• Define project scope and objectives to ensure project members (across all concerned functions/departments) understand what is expected of them and what they should expect from one another
• Inspire, guide, support and motivate team, provide direction and manage performance
• Review the work and proposals of team members
• Encourage team to work collaboratively to contribute to achieving the team's business outcomes


External



Aditya Birla Shared Services - Extended Group teams



Execution of related Technology projects



Manage dependencies by frequent interactions with the respective teams to ensure appropriate closure



Vendors/Partners



During project execution



• Manage vendor relations and execute a tight governance model to ensure smooth project execution
• Manage risks highlighted by external parties and suggest suitable mitigates for closure
• Drive vendor accountability during the implementation phase


Audit team



Quarterly



Furnishing required information as the need may arise and ensuring closure of all requisite queries raised



SIGN-OFF: Provide the name of the Manager and the jobholder. Signature needed for the hard copy of the JD. Hard copy to be maintained in the organizational record.

Job Holder



Reports to - Manager



Name



Pratik Nikam



Sangita Doke



Signature (needed for the hard copy)




Minimum Experience Level


9 - 12 years


Job Qualifications


Under Graduate