Project Manager

As a Project Manager, you independently own and drive projects. You handle more ambiguous projects with minimal guidance, managing end-to-end delivery and aligning with organisational goals. You leverage stakeholder relationships, procurement, and change management, and implement appropriate project management methods. Building strong team relationships and supporting cross-functional collaboration are essential. Your main scope would be to manage the system maintenance of projects:

Key Responsibilities:

System Maintenance & Operations:

• Plan and develop strategies for system maintenance, including new and renewal initiatives and technology refreshes, to meet business objectives. Conduct periodic reviews to ensure that strategies remain relevant and aligned with evolving organisational priorities.
• Formulate maintenance contracts to meet maintenance objectives, ensuring that contractual terms are clear, enforceable, and protect the organisation's interests, including provisions for SLAs, penalties, and exit clauses.
• Evaluate and select service providers best suited to meet maintenance objectives, applying structured assessment frameworks such as tender evaluations, proof-of-concept exercises, or market benchmarking to ensure value-for-money and fit-for-purpose outcomes.
• Oversee the day-to-day operation of systems to meet business operational objectives for system uptime and availability, proactively identifying operational gaps and driving continuous improvement initiatives.
• Manage service provider quality and performance to ensure that services are delivered according to specified service levels and requirements, including system maintenance, enhancements, problem resolution, and improvements. Conduct regular performance reviews and escalate issues where necessary.
• Manage relationships with service providers to ensure that maintenance contracts are successfully executed, fostering a collaborative partnership approach while maintaining accountability for contractual obligations.
• Support Business Continuity Planning (BCP) and Disaster Recovery (DR) exercises, where applicable, ensuring that systems and processes are tested regularly and that recovery procedures are well-documented and actionable.
• Monitor and track key performance indicators (KPIs) related to system health, maintenance effectiveness, and service delivery on a regular basis, surfacing issues early and working with relevant parties to resolve them promptly.
• Acquire working knowledge of existing government applications and internal tools used within the team, as well as Continuous Integration/Continuous Delivery (CI/CD) pipelines and processes, to effectively support day-to-day operations, coordinate with technical teams, and carry out hands-on configuration tasks where required.

Project & Financial Management:

• Manage project costs, including change requests and service requests, to ensure that projects achieve their planned benefits within budget, maintaining accurate financial tracking and providing timely cost forecasts to relevant stakeholders.
• Manage project risks in a timely manner to ensure that impacts are mitigated, maintaining a live risk register and proactively surfacing emerging risks to leadership before they escalate.
• Manage the project team to make the most effective use of available resources, providing clear direction, fostering a positive team culture, and identifying opportunities for team members' professional development.
• Manage project communications to ensure effective collection and dissemination of project information to stakeholders, tailoring communication style and frequency to the needs of different audiences, including technical teams, business owners, and senior management.

Administrative & Documentation:

• Handle day-to-day administrative tasks to support smooth project and operational workflows, including scheduling meetings, tracking action items, maintaining project documentation, and managing correspondence with internal and external stakeholders.
• Prepare and maintain accurate records of contracts, service agreements, invoices, and procurement documents, ensuring proper filing and version control in accordance with organisational policies.
• Write and review a range of papers and documents, including management papers, business cases, proposals, briefing notes, and approval submissions, presenting information clearly and concisely for the intended audience.
• Coordinate and consolidate inputs from various stakeholders to produce regular project status reports, operational updates, and post-review reports for management awareness and decision-making.
• Support the preparation of meeting materials such as agendas, presentation decks, and minutes, and follow up on action items to ensure timely closure.
• Ensure that all documentation and administrative processes comply with relevant organisational governance requirements and record-keeping standards.