PMO Lead (Contract)

Job Description –  PMO Lead

Position Overview

The  PMO Lead is responsible for driving project governance, promoting project management best practices, and ensuring effective budget and cost control across the  organization. This role serves as a central coordination point for contracts, subscriptions, resource management, project reporting, SharePoint administration, audit readiness, and internal communications.

The successful candidate will bring extensive PMO experience, strong stakeholder management and coordination skills, and a proven track record of implementing and maintaining project management frameworks and governance processes.

Key Responsibilities

1. Budget Management and Cost Control

• Support the preparation and submission of the annual QET OPEX and CAPEX budgets.
• Monitor budget utilization and maintain forecasts and Latest Estimates (LE).
• Prepare financial reports and budget performance updates as required.
• Conduct cost-control analysis and present findings and recommendations to the MT Leadership Team (LT).
• Ensure financial transparency and alignment with approved budgets.

1. Contracts and Subscription Management

• Manage the lifecycle of MT contracts and subscriptions, including renewals, amendments, and new agreements.
• Coordinate with Legal, vendors, procurement teams, and internal stakeholders to draft, review, and execute contracts.
• Ensure Know Your Customer (KYC) compliance requirements are met before initiating new contract processes.
• Verify budget availability and approval prior to contract commitments.
• Maintain accurate records of contracts, subscriptions, and renewal schedules.

1. Resource Management

• Monitor contractor utilization and track contractor days against contractual limits.
• Ensure resource usage remains within approved agreements and budget allocations.
• Maintain and regularly update the MT Contractor Onboarding Guide.
• Promote awareness of onboarding processes and resource management requirements across the organization.

1. Project Governance and Portfolio Management

• Ensure compliance with established project governance frameworks and methodologies.

• Support the management of projects through the approved stage-gate process:

  1. Ideate
  2. Assess
  3. Deliver
  4. Operate
• Consolidate weekly project status updates across the portfolio.
• Monitor project progress, risks, issues, and dependencies.
• Facilitate escalation processes and support corrective actions where required.
• Drive consistency in project reporting and governance standards.

1. Audit and Compliance Support

• Support internal and external audit activities by maintaining accurate and complete project documentation.
• Ensure proper record keeping and document retention in accordance with organizational requirements.
• Coordinate the collection and provision of audit evidence when requested.
• Promote compliance with corporate governance and control requirements.

1. SharePoint Administration and Document Control

• Own and maintain PMO SharePoint sites, libraries, and document repositories.
• Ensure document control practices are consistently applied.
• Manage user permissions, accessibility, and information governance requirements.
• Maintain compliance with organizational standards for document management and information security.
• Continuously improve SharePoint structure and usability to support project delivery.

1. Administrative Coordination

• Work closely with MT Administrative Assistants to support operational activities.
• Coordinate contractor visits, building access requirements, and related logistics.
• Assist with meeting room reservations, event coordination, and administrative support as needed.
• Support SharePoint maintenance and other team administration activities.

1. Internal Communications and Reporting

• Develop and enhance professional communication materials for the MT organization.
• Support the preparation of presentations, reports, and communication campaigns.

• Create engaging content for:

  1. Town Hall meetings
  2. Leadership presentations
  3. Project updates
  4. End-of-year achievements and success stories
• Contribute to improving communication effectiveness and stakeholder engagement across MT.

Candidate Profile

Required Experience

• Significant experience in a PMO, Project Controls, Project Governance, or Project Management environment.
• Demonstrated experience in budget management, cost control, forecasting, and financial reporting.
• Experience managing contracts, vendor engagements, and subscription services.
• Proven ability to implement and maintain project governance frameworks and reporting processes.
• Experience supporting audits, compliance activities, and document management systems.

Key Competencies

• Strong stakeholder management and coordination skills.
• Excellent organizational and planning abilities.
• Strong analytical and reporting capabilities.
• Effective communication and presentation skills.
• Proficiency in SharePoint administration and document control.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and commitment to governance and compliance standards.