Senior Programme Office Assistant in Belfast

As a Programme Office Assistant at Kainos, you’ll be responsible for ensuring that a high-quality service is provided to the Project Management and Operations capabilities within the Digital Services business unit, demonstrating best practice throughout. You will work as part of the Digital Services PMO team and report into the Operations Manager. It’s a fast-paced environment so you must prioritise workload and complete tasks in a timely manner. As a Senior Associate, you will take ownership of specific processes within the team, delegate tasks, provide guidance, and coach junior PMO Assistants.

Your Key Responsibilities Will Include:

• Owning project setup, maintenance and the ability to identify cost efficiencies.
• Managing project financials and reporting.
• Assisting with revenue and cost recognition.
• Approving timesheet and expense claims.
• Supporting delivery managers with tasks such as project onboarding, risk management, contract management activities.
• Owning key functions within the PMO team.
• Mentoring and coaching team members.
• Actively identifying and implementing process improvements.
• Applying continual service improvement throughout.
• Assisting with month-end invoicing.
• Entering travel costs onto the PSA system.
• Routing and delegation of PMO support requests.
• Dispatching invoices.
• Helping with routing and delegation of PMO support requests.
• Working with client PMO teams to ensure projects run smoothly.
• Taking on other ad-hoc administration duties and providing administrative support to project managers and a business unit.

This will include general administration for project management, reporting, staff onboarding and month-end activities.

Minimum Requirements:

• GCSE English and Maths (Grade A*–C), or equivalent.
• Excellent computer skills including MS Office, Excel spreadsheet skills and the ability to pick up new software applications.
• Excellent organisational skills and confidence in acting as the first point of contact by managing the team’s group e-mail and arranging initial meetings with project managers.
• Excellent commercial awareness and understanding of project and business dynamics.
• Effective personal time management and planning skills to deliver a high level of accuracy and attention to detail in tight timeframes/targets.
• Ability to work efficiently, make sensible decisions under pressure and prioritise your workload in a fast-paced environment.
• Ability to identify areas of improvement within processes and procedures and identify continuous improvements for your team.
• Experience in mentoring and supporting others to deliver tasks and shared outcomes.
• A self-starter who can work on their own initiatives with minimal supervision but escalates as required.
• Excellent verbal and written communication skills with both staff and external stakeholders.
• Proven ability of strong team skills, including taking direction from others.
• Ability to make sound decisions under pressure, taking a balanced view of customer needs, Kainos requirements and any impact to others.
• Minimum of 2 years’ previous administration experience in a relevant working environment with an approachable, personable, dynamic, collaborative style.

Desirable:

• Experience as a Project Coordinator, Project Assistant, PMO Associate, PMO Officer, PMO Coordinator or PMO Assistant or project-management exposure.
• Experience with PSA software (e.g. Kimble or Workday).
• Ability to use charts, pivots and formulas in Excel.
• Experience in managing the daily workflow of the team and ensuring service-level agreements are achieved.
• Demonstrate negotiating and influencing skills.
• Experience with JIRA, Kimble, Microsoft Teams, SharePoint or Workday.

Embracing our differences:

At Kainos, we believe in the power of diversity, equity and inclusion. We are committed to building a team that is as diverse as the world we live in, where everyone is valued, respected, and given an equal chance to thrive. We actively seek out talented people from all backgrounds, regardless of age, race, ethnicity, gender, sexual orientation, religion, disability or any other characteristic that makes them who they are. We also believe every candidate deserves a level playing field. Our recruitment process is inclusive and tailored to your needs. If you require any accommodations or adjustments, please reach out.