MUFG Union Bank AVP Back Office In line Portfolio PMO in London, United Kingdom
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MUFG (Mitsubishi UFJ Financial Group) is one of the world's leading financial groups. Headquartered in Tokyo and with approximately 350 years of history, MUFG is a global network with around 2,300 offices in over 50 countries including the Americas, Europe, the Middle East and Africa, Asia and Oceania, and East Asia. The group has over 150,000 employees, offering services including commercial banking, trust banking, securities, credit cards, consumer finance, asset management, and leasing.
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The regional Delivery Management team is responsible for the delivery of the strategic Delivery portfolio. The Delivery portfolio is delivered across 8 key regional portfolio’s of work (Front Office, and Back Office which includes: Regulatory Compliance & Operations, Finance, Risk & Data , Human Resources, Technology, and Planning), and overseen by the Regional Portfolio Committee.
This role is to work in Back Office Change supporting 2 department portfolios of work (Regulatory Change, and Risk) and supporting other projects / portfolio’s when required. This role will report into the Back Office in-line PMO Lead.
Being a small, friendly and supportive team the PMO team has strong support network and we seek talented individuals whose career and skills we can develop through working together such as continuous improvement reviews of PMO process and procedures; rotation between portfolios / large programmes that span multiple entities. Other teams in central PMO provides standard reports that should be utilised and re-used to meet individual programme requirements for reporting; and enhanced to meet individual portfolio needs as required.
Main Purpose of the Role :
The Portfolio / Programme in Line PMO team is responsible for delivery management reporting, planning and supporting their Portfolio / Programme lead / Head of Change in the implementation of the portfolio strategy. This vacancy is for a PMO within the Back Office Change Portfolio; supporting 2 “small” portfolio’s managed by different portfolio leads in EMEA and US (approx. $20m per annum) wotjom the Back Office portfolio and working alongside the other Back Office In Line PMOs. The Back Office portfolio delivers change on behalf of two overall portfolio’s (MUFG Securities international and MUFG Bank (EMEA) London Branch and need to align to the requirements of each Head Office e.g. accounting standards, project delivery controls).
The main responsibilities of the In Line Portfolio PMO are:
Support and guide the Portfolio Manager, Accountable Executive and Programme / Project Managers in planning, controlling, monitoring and organizing the portfolio, ensuring compliance with governance and reporting and that the book of work is within delivery capability and resource capacity.
Own and drive programme and project reporting e.g. through the creation of the monthly portfolio reporting pack from updates made by programme and project managers in Planview; creation of minutes and MI tailored for the target audience. Cover other portfolio’s when required e.g. during scheduled absence.
Review and critique deliverables produced across the programme / projects for completeness and accuracy against policy and delivery lifecycle minimum standards; and provide structured feedback to project managers. Work with Central PMO project assurance to schedule key checkpoints for external review. Control submission of deliverables for Programme Committee and / or Bank Head Office / MUSHD review to avoid late / overdue requests.
Implement the Central PMO calendar across the portfolio / programme / projects being supported, ensuring that the policy and project delivery controls are followed at all times, promptly escalating issues, risks and continuous improvement suggestions to the Project, Programme and Portfolio managers as well as Central PMO.
Partner with central PMO and other PMO in Front / Back Office to continually improve project, programme and portfolio governance, controls, methods and tools. This is to ensure best practices and quality deliverables to internal and external stakeholders through providing feedback and working on improvement projects run within the central PMO team and in response to / to align to policy changes made by other teams or internal audit “management action plan” items .
In this role you will be responsible for supporting the Operations portfolio team to deliver projects smoothly and within the control framework specified by MUS, Bank EMEA, Bank Europe and MENA in the project delivery policy, project delivery lifecycle and other key controls.
In this role you will be a key interface between the portfolio (consisting of projects and programmes) and the Central PMO team.
Process and procedure expertise - able to champion the MUFG implementation of the toolset and processes, influencing portfolio manager as well as programme and project managers to adhere to MUFG requirements.
Provide document controls – including project documentation storage, version control and deliverable review to assure adherence to project delivery lifecycle methodology and minimum standards.
Project / programme / portfolio management of financials and resourcing – ensure there is regular review of actuals and update of forecast; prompt response to firedrills; regular management of invoices and requisitions by project managers. Ensure all views of financials are consistent and there are no surprises, e.g. contingency is understood and regularly challenged / released.
Produce meeting minutes and track actions to completion and create MI on progress.
Take action to implement central PMO requests and reporting cadence within the Operations portfolio, e.g. check fortnightly Planview status updates have been actioned, challenge project / programme managers where progression does not seem to be made
Prepare project and programme status reports for key forums including the following data items: RAID logs (which roll up into the central RAID log) and programme / project dashboards, milestones, tracking and analysis of actuals vs forecast across the full project portfolio across multiple sources of funding.
Advise and escalate issues / general concerns about portfolio performance to the portfolio manager.
Co-ordinate project and programme planning with the Programme / Project Managers – including critical path planning, milestone level ‘grading’, detailed financial tracking of actual spend vs forecast for the programme / projects (working with Central PMO), and ‘what if’ impact analysis in response to central Central PMO challenges.
Ensure projects are tracked appropriately in Planview or other toolset, including resources and all financials as well as regular project updates feed into management reporting.
Coordinate RAID creation, update and classification, including recommendation of which forum RAID items should be reported to / is relevant for.
Track benefits from projects, programmes and the portfolio as a whole and hold sponsors and users accountable for reporting the delivery of these benefits on time. Working closely with the Control, Data and Project Accounting team.
Coordinate project assurance controls including stage-gate management, change control, workshop / meeting facilitation, document preparation and approval as well as allocation of resources and purchase order management.
Oversee “on-going” key project documentation and ensure timely refresh e.g. of the RACI, Stakeholder and Governance Plan, Delivery Control management, resource and budget tracking.
Contribute to a combined PMO function across EMEA Bank and Securities that will improve the control, reporting and escalation of issues and risks.
Support strong communication across programmes and key stakeholders to ensure approach has a global perspective.
Provide continuous enhancements and lead the delivery of improvements to project management standards, tools and methods in order to support the strategic direction of the Central PMO.
Manage small development projects either under investment or BAU.
Provide ad hoc support across the portfolio for the Portfolio Manager and key stakeholders as required.
Skills and Experience:
Excel – intermediate standard; knowledge of how to download and manipulate large data sets e.g. define project management dashboards from multiple reports
Oracle financials or equivalent toolset – experience in Payables module
Previous experience of Planview and Power BI or equivalent toolset
MS Office – intermediate knowledge of Powerpoint, Word, Visio
Sharepoint – intermediate knowledge
Waterfall project delivery lifecycle knowledge including:
Knowledge of project management processes, including RAID log management, financials and resource management
Experience of defining requirements / implementing the project management framework for others to adhere to (which itself is in line with policy), from initiation through to project closure / archive and championing adherence
Experience of supporting working groups / steering committees and ensuring minutes are taken
Management of project books and records throughout the lifetime of a project
Experience of managing project baselines / project change control (scope, plan, budget)
Experience of budget management and structuring financials across a programme for streamlined and consistent update by the rest of the team
Experience in influencing others to adhere to project lifecycle and production of required documentation and owning the cadence thereof
- Experience of supporting both Waterfall, Agile and combinations of “Prince 2 agile” delivery - how to balance the requirements / benefits of structured reporting vs agile delivery
Education / Qualifications:
Formal project management training (e.g. Prince II Foundation, PMI, APM) required
A level education or equivalent
- Degree or equivalent work experience
Excellent interpersonal, relationship and communication skills, able to collaborate and partner with all areas of Change, Technology and the business.
Demonstrable track record of excellent stakeholder management, managing multiple stakeholders and proven ability to deal professionally with senior management.
Demonstrable track record of building relationships across diverse skill sets and across the organization.
Strategic mindset, with the ability to focus on both big picture and practical impact.
Strong problem solving skills and the ability to collaborate and partner across the firm and build an internal as well as external network.
Proactive, results driven, with a strong sense of accountability and the ability to operate with urgency and prioritise work accordingly
A calm approach, with the ability to perform well in a pressurised environment
Strong understanding of project financial management and demonstrable experience of influencing project managers to manage financials in a standard way with regular review and update.
Strong numerical skills
The willingness to ensure that tasks are delived in a timely manner and to a high standard
We are open to considering flexible working requests in line with organisational requirements.
MUFG is committed to embracing diversity and building an inclusive culture where all employees are valued, respected and their opinions count. We support the principles of equality, diversity and inclusion in recruitment and employment, and oppose all forms of discrimination on the grounds of age, sex, gender, sexual orientation, disability, pregnancy and maternity, race, gender reassignment, religion or belief and marriage or civil partnership.
We make our recruitment decisions in a non-discriminatory manner in accordance with our commitment to identifying the right skills for the right role and our obligations under the law.