Nicky Jooste
IT Projects/Programme Portfolio Delivery Coordinator/Analyst (NZ/AU)
Auckland
Summary
Experienced and CAPM certified Programme/Project Coordination specialist with an enthusiastic and proactive approach to work and it's challenges, achieving consistent quality results, whilst Improving processes to maximize productivity and streamline cross-functional collaboration amongst teams. Excellent analytical, management and interpersonal skills while working in a range of different environments independently as well as within a team. I have an aptitude to communicate effectively with people from a range of environments and designations, having built good stakeholder relationships in the process. Also having a very good sense of anticipating team needs where it is most critical and ensure that I stay current and innovative. I am passionate individual and take great pride in my work - my teams' success is my success.
Overview
23
23
years of professional experience
Work History
IT Portfolio Delivery Coordinator/Portfolio Analyst
Downer NZ
Auckland, AUK
09.2022 - Current
- Ensuring project/programme compliance with overall company governance quality framework requirements, company standards, policies, and procedures that ensuring good governance and oversight for ELT members.
- Monitor and report on project/s progress, identify potential risks or issues, and suggest and/or facilitate appropriate mitigation strategies via regular portfolio analysis and PM sessions.
- Assist in project documentation and reporting thereof, including creating reports, presentations, and project plans via the appropriate software application tools.
- Provide project and operational support under supervision, including monitoring and reporting on project plans, milestones and deliverables, to ensure time, cost and quality indicators are in line with approved project plans and meet quality standards - as well as the tracking of all forward allocations & utilisation % across the portfolio.
- Coordinate and communicate project updates to stakeholders, ensuring alignment and transparency throughout the project lifecycle. This includes comms to different level of internal and external stakeholders from operational to Executive level.
- EOM financials including Actuals, Forecasts, Accruals, resolving queries,investigating & reporting on variances. Extensive finance liaising to resolve and query project related financials.
- Timesheet and SOW Management, inclusive of Resource management supply/demand tracking for any escalations, extensions - This extends to vendor document tracking and following up with vendors – SOW’s, PO’s, Invoices, etc
- Providing support across projects/initiatives from end-to-end, working closely with multiple teams across different time zones
- Continuous contribution to improvements, processes, and procedures with IT Delivery GM & IT Head of Governance- reviewing of project documentation and processes, suggesting updates in accordance with industry best practices and governance
- Extensive liaising with ITPMO on Portfolio related matters and financials.
- Maintaining Risks, Issues, assumptions, dependencies, and decisions register on the WFM Programme of work – that these are being captured correctly, worded in an articulate manner & ensuring actions and mitigations are being done and residual risks being updated and maintained. Facilitator of a fortnightly cadence risk meeting with the Team leads.
- On boarding of new starters including login access, equipment supply,access to critical operating tools, guidance on Downer operational environments and tools.
- Additionally – supporting the IT PMO Governance Manager with ownership duties of all project closures under IT delivery (adhering to all corporate governance and Quality framework items in terms of capturing correct and sufficient data, correct financial standings/reporting), pipeline demand QA on Project Demand briefs and acquiring approvals to progress these into project setup and execution.
- Currently assisting IT PMO Governance Manager as an SME with various PMO processes such as Project closures document & process to streamline this in line with Downer Standards and governance.
- Administrator for various forums and groups relating to the WFM programme, such as the Design Authority Forum, Stream Leads forum, Business Implementation Partners forum (BIP’s).
- Help develop smarter ways of working and streamlining processes where and when required – latest as such is revision of overall SharePoint platform and smarter ways of using it more securely (such as sensitive information not privy to all project team members/stakeholders) and logically/practically.
Programme Coordinator - IFRS 17 Finance Portfolio
AIA New Zealand
10.2021 - Current
- EOM financials including Actuals, Forecasts, Accruals, resolving queries, investigating & reporting on variances.
- Ongoing Project Financials tracking, invoicing, queries, validating data, building relationships with procurement and 3rd parties/vendors, raising purchase orders and setting up new vendors for Ariba (SAP).
- Project schedule and tracking, re-baselining resources and financials to support new pipeline and CR requests.
- Resource supply/demand info and tracking, timesheet tracking.
- On boarding of new starters including login access, equipment supply, access to critical operating tools, guidance on AIA operational environment.
- Extension of existing resource contracts including approval tracking, escalations as required.
- Preparation and collaboration on slide packs for governance meetings such as KSDG, ExCo.
- Resource management supply/demand tracking for Finance Portfolio people.
- Liaison with Project Delivery Office and Strategy Team on Finance project reports (ad hoc basis).
- Creation and maintenance of registers such as KSDG Diary, Decision Register, Debt Register, Teams project sites.
- Approvals - documentation and endorsement tracking, and DFA approvals.
- Communication - creation and support including meetings, point of contact for project and stakeholders.
- Creating and maintaining shared repositories and ensuring correct level of confidentiality/access.
- Create processes to support the project as required and in line with Group Policy (Best Practice).
Senior Strategic Programmes and Assurances Coordinator (National)
Downer NZ
04.2021 - 10.2021
- Owning Programme on-boarding process for new staff members (including training if needed on the various operational environments being used) - inclusive of: ensuring employment documentation has been processed by relevant managers and departments, received, building & security clearance and access, hardware and desk setups, as well as user account profiles. This extends to all contract and fixed term contract renewals.
- Financial Journal Management for various programmes of work, including National Group DFA requests (contractor/perm staff time-sheet management and utilisation schedule/ monthly accruals and forecasting/ finance reconciliation between cost centers and liaising with divisional FA & FM for final approvals, raising purchase orders, vendor creation & management, journal charging/recharge queries and goods receipting management).
- Maintain project plans and related documentation in order to soundly administer all documentation that monitor, evaluate and report the actual performance of the project against planned outcomes and track project progress together with relevant Project Managers, this includes any project schedule changes due to re-baselines of original scope budget, change requests and/or variations.
- Project meeting support with organisation, taking minutes and clearly documenting and administering relevant registers, ensuring they are up to date, tracked and followed up. -Administration of relevant project registers and plans, including risk, issue decision logs and communication plans and other relevant trackers
- Clearly documented registers that are up to date, tracked and followed up. -Creating and Maintaining an electronic project repository and record and store all project documents in relevant folder supportive of good project governance (Filing structures established /Correct allocation of permissions/Project coding, naming and numbering system applied to relevant projects/ Documents timeously saved and easily retrievable)
- Maintaining National Level Risk Registers utilising Group Tool - ARM 10.0. - Regular follow ups with executive management on active and open risks and action items, mitigations and target level scoring.
- Coordination of team/project meetings & contributing to regular reporting - progress, issues and risks through status reporting and governance Steerco groups. (Support preparation of materials for Interpersonal and Communication meetings and ensure distribution to all respective members as well as capturing actions and ensuring timelines are adhered to)
- Develop end user training materials (including train the trainer facilitation packs) for their functional areas and serve as a resource to the Training Lead and Change Managers for content and review in support of the Change management aspect of projects
- Assisting in the preparation of communications (assisting with overall communication plan and stakeholder engagement plan) and presentations as required to support stakeholder engagement
- Work with executive assistants as required facilitating time/meetings and or links with Executive leadership teams. -Gather key information relating to the project/s and/or summarise information to inform project outcomes/deliverables.
- Create and maintain the stakeholder engagement list and assist in the identification of stakeholders in conjunction with the Programme/Project Manager for the various programmes of work.
Transformation Programme and Change Coordinator
Downer NZ
05.2019 - 04.2021
- Programme Financial Journal Management, including Group DFA requests (contractor/perm staff time-sheet management/ monthly accruals/ finance reconciliation between cost centers and liaising with divisional FA & FM for final approvals, raising purchase orders and goods receipting management).
- Business Stakeholder Data Gathering - supporting the change management framework process of gathering data from various stakeholders across the Business to assist in building a current and up to date engagement list for Change Readiness surveys, Change Management Planning and other related Change deployment activities.
- Creating, coordinating and maintaining programme registers and plans, i.e. issues & risks register, actions & decisions register and change management registers, such as comms and stakeholder registers.
- Ensuring all actions have been actioned and feedback updated into the respective registers
- Coordinating and upholding the programme process methodology - the agile processes, systems/tools and ensuring governance is adhered to and that reporting is actioned by respective Project, Change Managers and Stakeholders - as well as maintaining and administrating programme documentation and knowledge management across all systems, processes and platforms (including SharePoint, Teams and PPM tool).
- Day-to-day creation (where necessary for new steams of work) & management of programme document repositories (SharePoint/Teams and Clarity PPM tool) including comms and coordinating system upgrades and enhancements, maintaining processes ensuring all Programme project documentation, reports and plans are current, accurate and complete.
- Supporting the overall programme team to ensure Stakeholder expectations are upheld ,by means of providing assistance and coordinating regular business alignment sessions (focus groups) with selected subject matter experts and elected key stakeholders.
- Manage/ coordinate all BAT (Business Acceptance Testing) and Transformation Training (includes meticulous scheduling, logistics and hardware setup requirements). This included all logistics around travel, transportation and hotel stays when it was required.
- Arranging, scheduling and coordinating all Programme Team meetings & events when required and not limited to event management only.
- Coordination of team/project meetings & contributing to regular reporting - progress, issues and risks through status reporting and governance/steerco groups. (Support preparation of materials for Interpersonal and Communication meetings and ensure distribution to all respective members as well as capturing minutes and actions as well as ensuring timelines are adhered to)
- Providing general administrative assistance support for the wider Programme Team, developing ad hoc content creation, presentations for team comms/team updates & other project pieces.
- Owning Programme on-boarding process for new staff members (Including Clarity PPM training and MS Teams navigation training and Jira foundations) - inclusive of: ensuring employment documentation has been processed and received, building & security clearance and access, hardware and desk setups, as well as user account profiles
- Supporting the Programme team to ensure Stakeholder expectations are upheld ,by means of regular business alignment sessions (focus groups) with selected subject matter experts and change champions.
- Business Stakeholder data gathering - Supporting the change management framework process of gathering data from various stakeholders across the business to assist in building a current and up to date database for Change readiness surveys, Change management Planning and other related Change deployment activities.
- Oversee office inventory activities, including ordering and requisitions, stock and shipment receiving.
IT PMO Coordinator
Downer NZ
08.2018 - 04.2019
- IT PMO Department Timesheet Journal Management (including contractor timesheet management and liaising with the divisional FA)
- JDE report retrieval and circulation to PMO member list PM fortnightly updates (forecast/people plan/resource) and Project Closure management (including JDE Closure)
- Support PMO with the on-boarding process for new staff members providing support and administrative duties for the PMO office as well as coordinating PMO activities by means of a people plan and project forecast system.
- Coordinating PMO processes, systems/tools and ensuring governance is adhered to and that reporting is actioned by relevant team leads - this included the supporting maintenance of Project tools - agile and waterfall process methodologies
- Compiling Programme status reports for PMO Manager (CFO Report & Exec IT Report)
- Maintain PMO documentation and knowledge management across all PMO systems, processes and platforms (including SharePoint and Clarity PPM tool) - including the maintaining of processes to ensure all PM documentation, reports and plans are current, accurate and complete
- Development of and maintenance of the PMO Newsletter (monthly)
- Daily management of PMO platforms (All SharePoint documentation & related MS Teams content and Clarity PPM tool) including communications and coordinating system upgrades/enhancements
- Coordinating all PMO project meetings, including meeting minute taking - capturing decisions, actions and RAIDs and change recording, ensure follow up against actions and update PMO systems (SharePoint, CA PPM tool) accordingly.
Executive Assistant/Compliance Officer
Bargaining Council for the Civil Engineering Industry (BCCEI)
05.2013 - 07.2018
- Providing a full range of support services to CEO and Executive and Board Level members, pertaining to operational and compliance management relating to employment law and regulations - took up an interim role as Senior designated Agent (fulfilling compliance and operational manager duties) until the position was filled.
- Maintain a task and RAID register, informing CEO and Board level members of key tasks each week and completing tasks.
- Organise and oversee specific projects as required by CEO and/or Board level Directors, this included (but not limited to) policy creation and maintenance such as: manuals, policies, procedures, and outgoing correspondence to industry stakeholders.
- Implemented processes and procedures that increased operational efficiency via a strategic and organisational change management plan.
- Organising and co-ordinating National events (from start to finish) for Head Office as well as branch locations across the country, inclusive of training teams and workshop teams, training sessions and Board off site meetings - logistics thereof including staffing, accommodation, hospitality and any additional requirements needed.
- Produced high-level communications ranging from highly confidential to policies and procedures as well as guidelines of implementation, this included dealing with incoming emails and post, often corresponding on behalf of the CEO and maintaining confidential, administrative support to executive team and members of board of directors.
- Maintained strict confidentiality with sensitive information, financial documents, records and personal matters.
- Liaised between 25+ member staff, the BCCEI Stakeholders, High Level Executives and Members within the Civil Engineering Industry and Associates thereof of; proactively resolved any membership issues and exercised tact, diplomacy and discretion in all written and verbal communications.
- Assisted CEO with operations, growth, and effectiveness of the office, this included monitoring of cost and expense reports, negotiating vendor contracts for the CEO Office.
- Assisting with co-ordination of team building initiatives and overall support for maintenance of organisational culture and employee morale.
- Responsible for maintenance of original copies of Legal Agreement Administration and regulatory Gazettes, ensuring they were up to date as well as liaising very closely with the national office of the Minister of Labour regarding any reviews and amendments needing to be actioned by the Minister
- Responsible for all administration regarding Corporate Branding and Corporate Identity of the Council. Performing financial procurement activities on behalf of the CEO Office. Kept physical files and digitized records organized for easy updating and retrieval by authorised team members
Project (Site) Office Manager
Stefanutti Stocks Pty Ltd
01.2013 - 06.2013
- The receiving, processing and storing of all manpower requisitions and ensuring they were authorised by the respective contracts director and area managers.
- Training co-ordination and record keeping as per requirements.
- Implementation and maintenance of a practical and logical site mobilisation and site demobilisation systems procedure.
- Liaising with all construction site crews as well as the managerial site staff Ie. Site Engineers, Contract managers, Project Managers, Safety Managers, Foreman, trades crew members, etc.
- The setting up of and maintaining a detailed daily updated systems database and filing system.
- Supervising and ensuring swift processing and throughput of required medicals (entry, renewals and exits) and relevant induction processes, including additional licensing and training as per site requirements.
- Assisting with contracts administration for all divisions for the respective project.
- Assistance with Recruitment and sourcing of competent personnel for project needs.
- Responsible for all personnel details data capturing on the network system and management thereof.
- Responsible for updated administration, contracts proofing and typing out monthly/weekly reports as per policies and procedures and maintaining database of all project employees, subcontractors (service providers).
- Assist rolling out and implementing new policies and procedures when required.
- General Office Management - Housekeeping, stationery, reception function, office and building maintenance.
- Ad Hoc duties for HR Manager and Contracts Director as needed.
- General clerical and secretarial duties as needed.
Business Development Manager
ActionCoach Business Coaching SA
11.2009 - 07.2011
- Customer liaison and customer relations.
- Development of new Clients and business opportunities.
- Overseeing new client Contract Packs and contract administration.
- Client Relationship Management.
- Created and managed a self-implemented effective CRM system.
- PowerPoint presentations for Manager meetings, Board meetings, workshops and training courses.
- General office administration and reception function.
- Executive Secretarial Support duties.
- Marketing and Sales strategies brainstorming and implementation.
- Event and Training co-ordination as needed.
- Basic accounting and invoicing.
- Stock buyer and Supply chain duties.
- Supplying sales and progress reports.
- Developing action plans to boost sales turnover and targets.
- Setting up meetings and sales appointments and follow up thereof.
- Capturing sales orders and online queries.
- Setting up of contracts & keeping record of all personnel and client personal related info.
- Following up of orders and tracking, stock orders and inventory control
Regional Branch Manager
Empowerment Gateway Group
12.2007 - 01.2009
- Instrumental in setting up and launching a Small Business Support program in Secunda whereby involving extensive consulting to large organisations, SMEs, NGO's and start-up businesses within the local business sector servicing the Industrial and Petrochemical sector, promoting compliance with BBBEE requirements and cross referencing scorecard credentials and advising the improvement thereof based on the credentials of assessments done.
- Key Accounts Management, new business development within the Petrochemical and Industrial Sector servicing SASOL Synfuels.
- Client Contract Administration & Client Relationship • Management.
- Managed a CRM (Customer Relationship Management) program.
- Tender preparation and assistance thereof for clients.
- Office Manager and Human Resources Function.
- Event and Training co-ordination - Managing and Co-ordination of various disclosure and training workshops.
- Creation and maintenance of Membership Sales Reports.
- Stock and Inventory control.
Pharmacy Sales Consultant and Merchandising Officer (Buyer)
Transvalia Health Pharmacy and Clinic & Health to Nature Wellness
11.2000 - 02.2004
- Quality & Stock control - included procurement and buying activities for the Pharmacy, clinic and wellness provider from various national and international pharmaceutical and health service providers.
- Developing and implementing special sales activities to drive selected products and services i.e. Advertising, pricing structure to reduce slow-moving stock.
- Attending various training and upskilling workshops to stay relevant and up to date in Health Sector trends
- Window Dressing, merchandising and gondola end optimisation for product promotions or marketing drives on products
- Presenting and selling products and services.
- Develop and maintaining sales materials.
- Communicate new product/service opportunities, new developments, information, to clients.
- Competitor monitoring.
- Strategic brand planning/awareness.
- Advising clients on health related issues and wellness.
Education
Certified Associate in Project Management (CAPM)® -
Project Management Institute (PMI)®
01.2023 - 01.2023
Certified Lean Six Sigma Green Belt® -
Six Sigma Academy Amsterdam
07.2023 - 07.2023
Certification: Lean Six Sigma Yellow Belt - APMG International
10.2021 - 12.2021
Certification: Project Management Foundations - Managing Risk - Project Management Institute (PMI)®
08.2021 -
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Certification: Change Management for Projects - Project Management Institute (PMI)®
06.2021 -
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Certification: Project Management Foundations - Project Management Institute (PMI)®
02.2021 -
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Certification : Business Analysis - Business Benefits Realisation - International Institute of Business Analysis™ (IIBA®)
11.2020 -
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Certification: Standard Mental Health First Aider - Mental Health First Aid Australia
05.2020 -
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National Higher Certificate: Specialised L&D Development within an
Org. Framework
01.2016 -
Human Sciences (BA): Human Sciences, Psychology Counselling -(UNISA)
Skills
Analytical Skills - looking at situations from every angle, and then finding the best approach using strong problem solving skills - with a natural inclination for planning strategy and tactics
Exceptional communication skills, both written and verbal
Fantastic organisational and time management skills
Highly IT literate across all MS Platforms with knowledgeable Tech troubleshoot skills
Interpersonal Skills - ability to work with a varied group of people
Experience with large-scale organisational transformation efforts
High documentation control standards aiding overall programme governance and best practices
Timeline
Certified Lean Six Sigma Green Belt® -
Six Sigma Academy Amsterdam
07.2023 - 07.2023
Certified Associate in Project Management (CAPM)® -
Project Management Institute (PMI)®
01.2023 - 01.2023
IT Portfolio Delivery Coordinator/Portfolio Analyst
Downer NZ
09.2022 - Current
Programme Coordinator - IFRS 17 Finance Portfolio
AIA New Zealand
10.2021 - Current
Certification: Lean Six Sigma Yellow Belt - APMG International
10.2021 - 12.2021
Certification: Project Management Foundations - Managing Risk - Project Management Institute (PMI)®
08.2021 -
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Certification: Change Management for Projects - Project Management Institute (PMI)®
06.2021 -
Senior Strategic Programmes and Assurances Coordinator (National)
Downer NZ
04.2021 - 10.2021
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Certification: Project Management Foundations - Project Management Institute (PMI)®
02.2021 -
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Certification : Business Analysis - Business Benefits Realisation - International Institute of Business Analysis™ (IIBA®)
11.2020 -
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Certification: Standard Mental Health First Aider - Mental Health First Aid Australia
05.2020 -
Transformation Programme and Change Coordinator
Downer NZ
05.2019 - 04.2021
IT PMO Coordinator
Downer NZ
08.2018 - 04.2019
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National Higher Certificate: Specialised L&D Development within an
Org. Framework
01.2016 -
Executive Assistant/Compliance Officer
Bargaining Council for the Civil Engineering Industry (BCCEI)
05.2013 - 07.2018
Project (Site) Office Manager
Stefanutti Stocks Pty Ltd
01.2013 - 06.2013
Business Development Manager
ActionCoach Business Coaching SA
11.2009 - 07.2011
Regional Branch Manager
Empowerment Gateway Group
12.2007 - 01.2009
Pharmacy Sales Consultant and Merchandising Officer (Buyer)
Transvalia Health Pharmacy and Clinic & Health to Nature Wellness
11.2000 - 02.2004
Human Sciences (BA): Human Sciences, Psychology Counselling -(UNISA)