Assistant Vice President, Risk PMO

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Mitsubishi UFJ Financial Group Inc. (MUFG) is one of the worlds leading financial groups. Headquartered in Tokyo and with over 360 years of history MUFG has a global network with around 3000 offices in more than 50 markets. The Group has over 180000 employees and offers services including commercial banking trust banking securities credit cards consumer finance asset management and leasing.

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This role sits within the Project Promotion team part of the IPR function. Within the Project Promotion team sits the Risk Portfolio which is responsible for managing and delivering projects across MUS International and Bank EMEA working with Risk (Business & Tech). The In Line PMO role covering both Bank and Securities entities provides hands-on support to project delivery teams by ensuring that Portfolio Leads and Project Managers are operating in alignment with PMO standards delivery lifecycle requirements and governance procedures.

Project delivery within EMEA Technology is managed by the Project Promotion team which sits under IT Planning Reporting & Administration (IPR). This team is responsible for executing the strategic delivery portfolio within the Technology domain covering the following key portfolios: Branch GCIB Data Finance Compliance and Financial Crime Risk Digital Engineering Service (including Infrastructure and IT Service Management) Tech Other and Cyber Security. These portfolios are overseen by the Regional Portfolio Committee.

This role sits within the Tech In Line PMO and primarily supports the portfolio: Risk. The role may also support other projects or portfolios as needed. The position reports to the Tech In Line PMO Lead.

As a small collaborative and supportive team the PMO function offers a strong support network and seeks talented individuals whose careers and skills can be developed through shared initiatives such as continuous improvement reviews of PMO processes and procedures and rotation across portfolios or large programs spanning multiple entities.

MAIN PURPOSE OF THE ROLE

The Portfolio / Programme In Line PMO team is responsible for delivery management reporting planning and supporting their Portfolio / Programme Leads as well as the Head of IPR and the Head of Project Governance in the implementation of the portfolio strategy.

This vacancy is for a PMO within the Risk portfolio supporting the portfolio managed by the Risk Portfolio The role involves close collaboration with other Tech In Line PMOs Portfolio Leads and Project Managers in the Project Promotion team as well as the Project Governance team to ensure effective delivery and governance.

The Technology portfolio delivers change initiatives on behalf of MUFG Securities International and MUFG Bank (EMEA) London Branch and must align with the requirements of each Head Office such as accounting standards and 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 portfolios 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 Delivery 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 and Project Governance.
• Partner with central PMO other PMO in Business unit and teams in Project Governance 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 the Project Governance team and in response to / to align to policy changes made by other teams or internal audit management action plan items .

KEY RESPONSIBILITIES

In this role you will be responsible for supporting your assigned portfolios and programmes to ensure smooth project delivery within the control frameworks defined by MUS Bank EMEA Bank Europe and MENA in accordance with the project delivery policy lifecycle and other key governance standards.

You will act as a key interface between the portfolio (consisting of projects and programmes) and various governance and reporting functions including the Central PMO the Project Reporting and Project Accounting team and the Financial Management team within the Project Governance function.

• Process and procedure expertise: Champion the implementation of MUFGs toolsets and processes influencing Portfolio Managers Programme Managers and Project Managers to comply with MUFG standards and expectations.
• Document control: Manage project documentation including storage version control and deliverable reviews to ensure alignment with the project delivery lifecycle methodology and minimum standards.
• Financial and resource management: Support the management of actuals and forecasts respond promptly to urgent requests and oversee invoice and requisition handling by project managers. Ensure financial views are consistent and proactively manage contingency to avoid surprises.
• Meeting support and MI: Produce meeting minutes track actions to completion and generate management information (MI) to report progress.
• Reporting cadence: Implement reporting requirements and cadence across your assigned portfolios including verifying fortnightly Planview status updates and challenging project teams where progress is unclear.
• Status reporting: Prepare project and programme status reports for key governance forums including RAID logs (rolled up into the central RAID log) dashboards milestones and actual vs. forecast analysis across multiple funding sources.
• Issue escalation: Advise and escalate concerns regarding portfolio performance to the Portfolio Manager and the In Line PMO Lead.
• Planning coordination: Work with Programme and Project Managers to coordinate planning activities including critical path analysis milestone grading detailed financial tracking and what-if impact analysis in response to challenges raised by the Central PMO and the teams in Project Governance.
• Project tracking: Ensure projects are accurately tracked in Planview or other toolsets including resource and financial data and that updates are reflected in management reporting.
• RAID management: Coordinate the creation update and classification of RAID items and recommend appropriate forums for escalation and discussion.
• Benefits tracking: Monitor benefits realization across projects programmes and portfolios and hold sponsors and users accountable for timely reporting. Collaborate closely with the Central PMO Project Reporting and Project Accounting team and Financial Management team in Project Governance.
• Project assurance: Coordinate assurance activities including stage-gate reviews change control workshop facilitation document preparation and approval resource allocation and purchase order management.
• Documentation maintenance: Oversee ongoing project documentation and ensure timely updates to key artefacts such as RACI matrices stakeholder and governance plans delivery controls and resource/budget tracking.
• Cross-entity PMO contribution: Contribute to a unified PMO function across EMEA Bank and Securities to enhance governance reporting and escalation of risks and issues.
• Stakeholder communication: Support effective communication across programmes and stakeholders to ensure a globally aligned approach.
• Continuous improvement: Lead enhancements to project management standards tools and methods in alignment with the strategic direction of the Central PMO and the teams in Project Governance.
• Project delivery: Manage small development projects under investment or BAU as required.
• Ad hoc support: Provide flexible support across the portfolio to the Portfolio Manager and other key stakeholders as needed.

WORK EXPERIENCE

Essential:

• Minimum 5 years proven track record in executive reporting and financial process delivery and oversight.

• Accounting experience in understanding project cost categorisation and impact to broader financial reporting of an entity
• Planview or similar PPM tool prior experience as an end user; good understanding of the data model and extraction / manipulation of large data sets from Planview
• Excel advanced standard; knowledge of how to use excel formulae to create month end deliverables
• Oracle financials or equivalent toolset experience in Payables module
• Previous experience of Planview and Power BI or equivalent toolset
• MS Office expert 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

SKILLS AND EXPERIENCE

Functional / Technical Competencies:

Essential

• Financial cost categorization (capital vs expense)
• Project / Portfolio management including change control (of one of or a combination of scope budget plan benefits change to baseline)
• Project / Portfolio baseline control and management
• Delivering projects / Portfolio from cradle to grave
• Lessons learned / post implementation review delivery
• Change Risk management
• Portfolio management
  • Creation / planning of a portfolio (annual planning)
  • Delivery of a portfolio
  • Reporting (including executive reporting)
  • Risk and issue management
  • Roadmap and critical path management
  • Financial control / management
  • Resource (demand and supply) management
  • Structuring governance (including Terms of Reference definition & management)

Education / Qualifications:

Essential

• Formal project management training (e.g. Prince II Foundation PMI APM) required
• A level education or equivalent

Preferred:

• Degree or equivalent work experience

PERSONAL REQUIREMENTS

• 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 delivered 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.