Overall objective of the position:

The Project Management Specialist role blends operational coordination and advanced reporting to enable successful delivery of complex initiatives. This position supports end-to-end project execution by managing schedules, documentation, and stakeholder communications while enabling the enterprise reporting capabilities through the alignment of PM tools and platforms. The role requires proficiency in digital project management tools, and ongoing maintenance of dashboards and reporting systems to ensure accuracy and scalability.

Key accountabilities:

Performance and progress in the following areas will be the priorities for this position:

Project Coordination & Governance

• Facilitate meetings, capture decisions and ensure adherence to PMO standards
• Conduct/attend post-project reviews, compile and distribute lessons learned, ensure learnings are applied to future projects
• Maintain project documentation, such as plans and reports; assigning tasks and controlling schedules; communicating the project's progress to team members and other stakeholders
• Coordinate (and attend) internal and external project meetings and associated documentation (e.g. meeting minutes, agendas)
• Organize and maintain project schedules, RAID logs, and documentation
  Data Analytics & Dashboarding
• Coordinate & communicate requirements for the design, build, and maintenance of interactive dashboards (Power BI) for project performance, risk, and benefits tracking
• Evaluate and recommend the automation and improvement of reporting processes
• Coordinate the executive reporting requirements across workstreams
  Digital Enablement
• Champion use and maintain digital project management platforms (Digital Project Management tool, MS Project, Planner, SharePoint)
• Vendor management through coordination and collaboration for tool enhancements and support
• Ensure data integrity across systems and optimize workflows through digital tools
• Internal project delivery site maintenance and content validation
  Continuous Improvement
• Identify opportunities to streamline reporting and coordination processes
• Support adoption of emerging technologies and best practices in digital PM
• Evaluate, update and uphold PMO processes in coordination with applicable committees and stakeholders

Cross-Functional Collaboration

• Maintain strong working relationships with stakeholders across business and technical teams to encourage open communication and proactive problem-solving.

Qualifications, Experience, Skills:

1. Tertiary qualifications required (e.g. University degree), and qualifications, or pathway towards qualification, in a Project Management discipline (e.g. PMI CAPM/PMP or PRINCE2 Foundation/Practitioner) desirable.
2. Prior experience in organisational process improvement, change management, innovation or related area preferred.
3. Excellent interpersonal and written communication skills (English), including the ability to influence and drive other team members.
4. Demonstrable experience of balancing priorities among competing needs whilst providing the highest level of value to BDO
5. Demonstrated ability to work proactively with minimal supervision, showing initiative and self-motivation, along with the confidence to effectively engage and collaborate with stakeholders as required.
6. Experience working with SharePoint; Digital Project Management tools such as Accelerator+; MS suite of PM applications, Copilot

Key Stakeholders:

Global Program Directors; Project & Portfolio Managers; Vendors; Service Providers; Internal legal team; IT colleagues; Network firms

Key Result Areas:

Performance standards for this position are met when:

KRA's

Objectives

How KRA's will be measured

Project Coordination

• As needed, develop, maintain, update, and oversee project plans and schedules using tools established by BDO.Ensure project compliance with BDO methodology and highlight any issues to the PM
• Monitor programme and project performance, report status, and facilitate the creation of action plans to promote adherence to project schedules.
• Schedule calls/meetings when necessary and ensure follow up activities are captured with accuracy and are made transparent to all

• Programme and Project schedules up to date, with risks identified with all team members and proposed actions recommended.
• Programme and Project reporting deadlines consistently met and any issues resolved or escalated as appropriate.
• High level of accuracy of meeting notes, meetings scheduled in a timely manner

Project Reporting

• Liaise with project teams to ensure completion of reporting responsibilities
• Gap-analysis of Digital Project Management tool to ensure streamlined use to promote reporting ability of tool
• Recommend optimal use and innovation / integration potentials between digital tools to facilitate PM reporting / tracking / process requirements
• Template maintenance & development

• Monthly coordination of the Executive Summary Report for the Global Office
• DPM tool is kept up-to-date to enable reporting
• Continuous improvement & innovation relating to the enterprise PM process

Vendor Management

• Keeping vendors accountable to contracts terms and support requirements
• Vendor contract review and approval cycle coordination
• Tool enhancements requirements tracking and planning
• Explore optimal use and innovation / integration potentials between digital tools to facilitate PM reporting / tracking / process requirements

• Digital tools are maintained and evolve in alignment with business requirements
• Vendor contracts are up-to-date
• Vendors are accountable to contracts

Relationship Management

• Establish and maintain effective working relationships with internal and external contacts.
• Ensure that the relationship between the project team and its key stakeholders are positive and constructive.

• Effective professional relationships are developed and maintained with internal and external contacts.
• Key stakeholders consider that their relationship with the project team is positive and constructive.

Continuous Improvement

• Maintain awareness of emerging innovation trends and project management techniques.
• Monitor, flag and address PMO process / collaboration improvement opportunities
• Maintain and evolve documentation to ensure standards of quality and minimise project risks

• Provision of recommendations for improvements to Manager and project team
• PMO processes evolve with AI & market opportunities
• PMO processes are communicated, supported and implemented across Global Office

Administration

• Establish team meetings (as directed).
• As needed take detailed meeting notes and publish post meeting to attendees.
• As needed prepare meeting logistics and ensure that SharePoint or other collaborative tools have the pre-read available and are set up prior to meeting.
• Prepare collateral for workshops.
• Follow up as needed on completion of action items or status items.

• Team and Project administration completed efficiently, with documentation accurate, up to date and accessible

General Duties

• Execute tasks as directed by Management.

• As per task.