Project Specialist I

7 days ago

Petaling Jaya, Malaysia Parexel Full time

**Key Accountabilities**:
**Project Initiation Management**:

- Ensures tools are set-up according to SOPs and work instructions (for example, Project Management Plan, SOP list, TIME task codes list, Team list, Project View)
- Setup of Project Specific Training in LMS
- Works with PL to create an initial schedule and resource plan in Project View
- Assists with drafting a consistent and coherent project management plan, including coordinated planning of the different project activities and input from the different functions

**Project Execution and Control Management**:

- Responsible for reporting and analysis and for highlighting issues for project team
- Maintains the project schedule and resource changes with input from Project Lead
- Prepares portions of the monthly management and dashboard reports
- Updates and maintains project tracking databases, compiles data for reports, and other project-related materials
- Organizes incoming and outgoing correspondence for project management
- May be responsible for managing project document storage
- Responsible for updating the project plan as needed and collaborating with the PL/TL to execute the plan.
- May provide technical support to the Project Lead/Project Manager/Technical Lead and project team through the use Microsoft Word, Excel, ProjectView, and internal PAREXEL systems

**Project Meetings**:

- Supports preparation of required information for various project meetings
- Reporting of owned responsibilities during meeting attendance
- Support tracking and follow-up of action items.
- Distributes agendas prior to meetings, and prepares and distribute minutes of internal and client meetings
- Promotes communication among team members

**Project Financial Management**:

- Responsible for collating monthly project financial metrics
- Reviewing TIME reports against allocated/budgeted time
- Reviewing and processing pass through cost invoices
- Interacts with Independent Consultants to collect timesheets and processes invoices for payment

**Project Closure Management**:

- Collaborates with PL/PM/TL on ensuring that documents are archived and final work handed over to the sponsor
- Closes all project systems and interfaces upon project end

**Key Competencies**:

- Project Planning: Beginner
- Project Execution: Beginner
- Project Fulfillment: Beginner
- Financial Acumen: Beginner
- Risk Management: Beginner
- Quality Focus: Beginner
- Influencing and Leading Teams: Beginner
- Communication: Basic
- Accountability: Basic
- Emotional Intelligence: Beginner
- Customer Focused Leadership: Beginner
- Decision Making: Basic
- Technical Knowledge: Beginner
- **Proficiency Levels**:

- Superior - notable strength, possessing a special talent, and viewed as being better than most - capable of coaching for and teaching this competency.
- capable of teaching the basics of this competency to others
- Basic - understanding of the competency and has acquired the fundamental skills
- Beginner - limited or no understanding of the competency

**Knowledge and Experience**:

- Initial years of experience in a similar role preferred.
- Extensive working knowledge of the English language

**Education**:

- Bachelor’s degree in a science-related field, with an advanced degree desirable
- PMP or equivalent desirable

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