Assistant Vice President, Change PMO Support

Job Description

Overview of the Department/Section The Change Management department is responsible for the delivery of the strategic Delivery portfolio across MUS International and Bank EMEA. The portfolio is delivered through 8 key programmes of work (Front Office, Regulatory Compliance, Operations, Finance, Risk & Data, Human Resources, Technology and Planning) overseen by regional Investco and the International Programme Committee. The department under the International Head of Change is managed by regional heads of change. Number of Direct Reports 0 Main Purpose of the Role We are seeking someone who can: Enthusiastically take ownership to deliver and finish a breadth of activities for multiple people in the EMEA Change Management team and considers no request too small. For example, following up on completion of training, completing tasks on behalf of property services like desk allocation, first aider and fire warden training; on and off-board staff in conjunction with HR and team leads; co-ordinate team-wide requests such as ordering stationary and scheduling social activities such as cross department team building and encouraging the team to get involved in company social events. Communicate complex requests in a simple way for others to follow and who can motivate people to act by providing compelling next steps and timelines.For example, ensuring project updates for senior executives are appropriate for the audience; clarifying common information across a number of projects such as the business deliverables from a go live milestone Identify and synthesise key messages for executive reporting, using existing reports as the source to draft Executive report from; and organise / maintain content on the Change Management SharePoint based on discussions in the CPMO community Navigate teams in order to get basic governance tasks completed so that Change Management complies with its own policy as well as other corporate governance policies such as SOX and external audit; and do not let these tasks get ignored. Key Responsibilities This role is responsible for providing business management support to Change Management overall; and assist with key governance and control processes within the project delivery part of the organisation including communications, training support, creating MI and drafting executive reporting. Business management support: Working with the wider change management team, deliver general management tasks such as:desk allocations stationery management business continuity plan management Be the main point of contact for Property Services e.g. to manage first aid and fire warden plans in Change Management Being responsible for organising the department social agenda New starter set-up / system access management Arranging travel and meeting itineraries (any visa requirements where necessary) Processing and approving expenses in line with MUFG policy Assisting CPMO, BO and FO leads with meeting scheduling (large meetings only). CPMO governance, communications and training support Scheduling monthly CPMO induction and maintaining a training register of attendees Maintenance of the CPMO induction pack including organisation chart refresh Manage CPMO monthly calendar (programme committees; other committee meetings; Exec reporting etc) Using Investco, Joint Progress Meeting, IPC and Programme Committee packs create regular update reporting about Change Management for key senior management forums e.g. regional Executive Committee, International Management Committee, Board Risk Committee etc. Co-ordinate the creation of IPC and Investco reports and publish them to Senior Management using requisite process/ toolset. Work with Corporate Affairs / other oversight teams to ensure Exec reports are published on appropriate sites for external audit review, e.g. Deloittes Attend IPC and draft minutes promptly after each meeting Administer the schedule of regular meetings and take responsibility for having meetings booked in senior executive diaries in good time, monitor availability and suggest reschedule where meetings will not be quorate. Maintaining and refreshing the Change Management sharepoint as well as network folders used in EMEA. Work with US and Asia teams to ensure each region is using the latest version of processes, procedures and template and the infrastructure is connected as far as possible. Work with the in-line PMOs to schedule End of Phase reviews with Delivery Assurance. Generate regular MI dashboards in Excel using Planview data extracts and continuously enhance in response to feedback Ad hoc be familiar with other services that the CPMO team provides in order to provide extra capacity to teams at crunch points e.g. joiner, mover, leaver data update in Planview, creation of new projects, creation of project reporting packs / taking minutes for project steerco meetings. Work Experience Essential: Ability to work within a team in a fast paced environment and manage multiple priorities Experience in working with all grades from Senior Managing Directors to Analysts Preferred: Experience of working in financial services Skills and Experience Functional / Technical Competencies: Essential Microsoft office skills : especially template creation in Word and Powerpoint; and experienced in data manipulation in Excel (vlookup) Sharepoint site management Planview - data extraction and manipulation BoardVantage Education / Qualifications: Essential GCSEs Personal Requirements Excellent communication skills A proactive, motivated approach. The ability to operate with urgency and prioritise work accordingly Strong problem solving skills Excellent interpersonal skills The ability to manage large workloads and tight deadlines; and to self-schedule / complete regular, calendared tasks Excellent attention to detail and accuracy A calm approach, with the ability to perform well in a pressurised environment See all tasks through to completion Speaking up if any points of continuous improvement are identified 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. We are open to considering flexible working requests in line with organisational requirements