Project Management Office Coordinator

Company Description

Publicis Groupe is one of the world's leading communications groups.

The Groupe offers a full range of services and skills: digital, advertising, public affairs, corporate communications and events, media strategy, planning and buying, healthcare communications, and brand asset production. The company is present in 108 countries and employs in excess of 77,000 professionals. In 2015 the company had a revenue of EUR 9.6B and net income of EUR 901MM.

Re:Sources provides shared services to Publicis Groupe agencies including IT, Global Security, Finance, Legal, Treasury, Procurement, Property Services, HR, Payroll and Tax. They operate 40 SSCs across the globe supporting 63 markets and have approx. 4,000 employees.

Job Description

Summary

The Project Management Coordinator will be responsible for managing the procurement business plan, ensuring all projects being undertaken by Procurement team are captured, tracked, and closed out as appropriate.

The Project Management Coordinator will work closely with the Chief Procurement Officer, Data and Operations Manager, the Global Category Leads, Head of CoE, and CoE Heads of Function to determine prioritisation, project allocation, and balanced capacity utilisation.

This role requires the maturity to work independently with minimal supervision, be able to apply Procurement process workflows to determine workflow steps, and network incoming opportunities to the relevant teams for project execution.

Key responsibilities

• Understand and apply Procurement process workflows to determine and treat incoming business opportunities, classify and allocate appropriate business identifiers, and channel the requirements to the appropriate Procurement team leads.
• Ensure the new projects are reviewed at the onset, and efficiently funnelled via the Global Category Leads or the CoE heads of function to determine best team member to take on the project for execution.
• Maintain an active register of all ongoing projects, anticipate and plan for the next round of reviews when a project is signed, and track and maintain status of active projects highlighting delays against commitments.
• Maintain up to date capacity allocation per Procurement team member per project, providing active dashboard visibility to show availability capacity per individual and highlighting over-allocation per individual where applicable to help team leads manage team workloads to ensure fair allocation.
• Ensure project financial commitments (savings, avoidance, CMS) are updated to ensure robust financial projections, tracking changes and highlighting to CPO office any risks related to the achievement of the projected commitments.
• Lead weekly update reviews with the wider teams; follow up with team leads or individual contributors for regular status updates.
• Use business plan management information to provide insights to category leads on any patterns, trends, and opportunities for consolidation or alternative project approaches that could achieve better productivity for the teams.
• Works with various stakeholders to shape and articulate complex business needs and outcomes, whilst ensuring alignment of procurement plans to wider organisational strategic objectives.
• Provide regular (weekly business plan summaries, always updated dashboard showing key metrics at a snapshot) and ad-hoc reporting on various aspects related to the business plan, as and when requested
• Maintain a schedule of tracking calls, leading the process reviews of the project status, and challenging teams to keep to track their commitments
• Responsible for maintaining the confidentiality of the business plan, ensuring access is at the right level, and on a need to know basis only

Qualifications

Required Skills/Experience

• Minimum 2-3 years’ experience
• Excellent customer service skills, demonstrating developed active listening abilities
• Developed project and programme management skills: highly organised and able to prioritise tasks
• Business acumen: sound financial, legal and communication skills
• Astute stakeholder management skills
• Previous experience of working in a fast paced, dynamic and entrepreneurial procurement environment
• A proven team player with excellent communication skills, analytical skills and attention to detail
• Completely literate in English language

• Qualifications and Certifications

• Educated to degree level or equivalent
• Project management certification e.g. PRINCE 2, PMP, AGILE would be an added advantage

Additional Information

The Publicis Groupe Procurement team is a board-mandated function providing holistic procurement business solutions to the companies within the Publicis Groupe.

The department’s motto is to Protect, Enrich, Challenge and Reduce Publicis Groupe spend via best in class procurement processes and negotiations.