Administrator Assistant / Project Auditor / PMO

Job description / Role

ACCIONA is looking for a person in order to involve from day one in the start-up of the office and branch in Doha, as the main interface with the local authorities and the company structure and further to lead all administrative task until the end of the project assisting Project Management Team in their daily work.
- A bright, friendly and energetic customer oriented PMO will administrate and audit our project in Doha and its site office, giving a support to both managing staff, clients, partners, consultants, subcontractors).
- A PMO is the backbone of a successful project management approach at our project and organization. It is a function that provides decision support information, although it doesn’t make any decisions itself. A PMO underpins the project delivery mechanisms by ensuring that all processes are managed in a controlled way. PMO is a guardian of the Project Management tools and methods, an expert supporting project managers and their teams.
- The Project Internal Auditor will execute internal audits under the direction of the Internal Audit Manager.
- Governance: ensuring that decisions are taken by the right people, based on the right information; audit or peer reviews, develop project and programme structures and ensuring accountability.
- Transparency: providing information with a single source of the truth. Information should be relevant and accurate to support effective decision-making.
- Reusability: stopping project teams from reinventing the wheel by being a central point for lessons learned, templates and best practice.
- Delivery support: making it easy for project teams to do their jobs by reducing bureaucracy, providing training, mentoring and quality assurance.
- Traceability: providing the function for managing documentation, project history and organizational knowledge.

Task & responsibilities (including but not limited to):

Quality and Management
- Developing standards and processes, encouraging the use of those standards and processes, Conduct project process reviews to assess the efficiency and effectiveness of operations;
- Managing resources for projects, delivering training and mentoring project team members
- Implement and maintain PM assets (standards, methods, tools, templates)
- Coordinate project resource, briefing new resources on the usage of PMO tools and processes

Communication
- Effectively communicate verbally and in writing audit observations by adopting appropriate communication style to individuals at all levels of the organization and remaining open to disagreement or new ideas.
- Update timely an Audit Manager as needed on audit progress and potential issues

Leadership
- Develop an open and honest working relationship with those being audited and maintain a professional approach at all times, will be the key point of contact with those being audited.
- Share best practices, tools and testing methodologies with other team members, and contribute to departmental projects.
- Support the development and the delivery of PM trainings and e-learnings and the build-up of a PM knowledge repository

Documents and data base
- Gathering data about project progress and producing reports, project data entry, regular data reviews
- Tracking benefits, Conduct reviews to assess the accuracy of the financial statements; Reporting on financial information such as return on investment.
- Conduct reviews to evaluate the adequacy/efficiency of accounting, financial and operating procedures established for control purposes;
- Prepare reports based upon audit results, audit documentation, and client responses;
- Deliver PM administrative tasks as services to the PMs: project status reporting, schedule maintenance, contractor onboarding, budget tracking & financial accruals, PPM (Project Portfolio management) tool data entry, project team collaboration site administration, project governance meeting support
- Order Entry & Returns: Input orders and issue returns within Microsoft CRM in a timely and accurate manner. Work with Shipping Department to handle requests. Communicate with Accounting Department regarding orders.
- Customer Account Data Entry: Maintain data integrity within our CRM database by updating existing customer accounts and entering new account information for each customer you have contact with.
- Sales Administration: Support Marketing and perform Sales assistant functions as needed. File customer orders, contracts, and agreements.

Requirements

- Work experience:
- 2-3 years of professional experience in Project Management / PMO Management area applying successfully Project and Project Portfolio Management principles, methodologies and tools on cultural projects (ideally on large scale museographic projects as part of consulting services)
- 4 + years of professional experience in an audit related role within an accounting firm and/or large corporation’s internal audit department preferred. Additional finance experience would be a plus
- Experience in SAP Project Management is required. Solid on-the-job experience with at least one leading Project Management and/or Project Portfolio Management solution (Workfront, Clarizen, Changepoint, MS, CA, Planview, SAP, HP, etc.) and its administration
- 1-2 years Customer Service/Order Entry. Experience with order entry using Microsoft CRM (or similar)
- Experience working for a global, multi-national organization in geographically dispersed teams
- Manufacturing experience preferred;

Professional skills:
- Driven to succeed and appreciate how much customers welcome a patient voice and sympathetic ear
- Ability to develop strong and lasting relationships with all levels of management; able to work with multiple organizations and teams, consistently meet deadlines and work well under time constraints and be able to quickly learn and understands diverse business areas/systems.
- Ability to clearly and proficiently communicate in English and Spanish (both written and spoken). At least one additional EMEA language is required.
- Ability to think and work analytically; Detail-oriented and enjoy performing a variety of duties on the computer, Ability to proactively search for and find information on the internet
- Outstanding attention to detail and quality control. Ability to organize, manage time, prioritize tasks and report issues/incidents in due time to prevent delays.
- Proficient in using Microsoft Windows, Word and Outlook
- Excellent keyboard skills

Qualifications: Bachelor´s or Master´s degree, preferably in Business Administration or IT
- Undergraduate degree in Finance/Business Administration, Accounting and/or in Computer Science, MIS, or other relevant field;
- General knowledge of risk/control frameworks (COSO, COBIT) required;
- A professional accounting/audit certification (CPA, CIA, etc.) or IT (CISA, CIA, CISM, etc.) certification preferred.

Seniority level: Intermediate or Senior
Industry / Discipline: Fit out / Administration / Cost Control

About the Company

ACCIONA is one of Spain's principal business groups and a leader in the fields of infrastructure development and management, renewable energy, water and services.

With a century of history, and more than 30,000 professionals, it operates in over 30 countries on the five continents. ACCIONA is included in Spain\'s blue-chip Ibex 35 index and is a core stock in the market (see Financial Information).

ACCIONA's positioning as a pioneer in development and sustainability expresses its capacity to respond to the challenge of attaining sustainable development through all its areas of activity. One of its specific commitments is to steadily reduce its carbon footprint and lead the transition to a low-carbon economy. ACCIONA\'s activities and businesses avoid millions of metric tons of emissions every year (see Emissions Meter). The Sustainability Master Plan develops the Company's sustainability strategy.