Project/Programme Coordinator

Smiths Detection; Johor Bahru; On-site; MYR 36,000 - 48,000; Full time

Job summary

A leading company in threat detection is seeking a Project/Programme Coordinator to support project managers in various phases of project execution. The role involves managing documentation, assisting with SAP transactions, and ensuring compliance with project controls. Join a dynamic team dedicated to making the world a safer place, with opportunities for career growth and a supportive work environment.

Benefits

Career growth opportunities

Inclusive work environment

Flexible benefits

Qualifications

• Support project management activities and ensure deliverables are met.
• Assist with SAP transactions and project documentation.
• Maintain compliance with project controls and reporting.

Responsibilities

• Coordinate project controls and support project managers.
• Prepare financial reports and assist with billing.
• Maintain document management systems and action registers.

Skills

Communication

Problem Solving

Data Management

Education

Higher Diploma in Business/Project Management or Technology/Engineering

Tools

SAP

Job description

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Every minute of every day, Smiths Detection’s threat detection and security screening technology helps to protect people and infrastructure, making the world a safer place.

Smiths Detection, part of Smiths Group is a global leader in the development, manufacture and management of security and detection solutions designed to make the world a safer place. Our technology provides threat detection and screening solutions for customers in our key markets: aviation, ports and borders, defence, and urban security.

Our expertise spans 21 global offices, seven manufacturing sites and five R&D centres, with a global network of 3,000 dedicated colleagues contributing towards over 40 years at the frontline of advances in safety and security.

This results in careers built on variety and the opportunity to work on a range of state-of-the-art solutions, where you can develop your knowledge and experience every day.

Company Description

Every minute of every day, Smiths Detection’s threat detection and security screening technology helps to protect people and infrastructure, making the world a safer place.

Smiths Detection, part of Smiths Group is a global leader in the development, manufacture and management of security and detection solutions designed to make the world a safer place. Our technology provides threat detection and screening solutions for customers in our key markets: aviation, ports and borders, defence, and urban security.

Our expertise spans 21 global offices, seven manufacturing sites and five R&D centres, with a global network of 3,000 dedicated colleagues contributing towards over 40 years at the frontline of advances in safety and security.

This results in careers built on variety and the opportunity to work on a range of state-of-the-art solutions, where you can develop your knowledge and experience every day.

Job Description

The Project/Programme Coordinator (PCo) is responsible for supporting and assisting the Project/Programme Managers (PMs) with the initiating, planning, monitoring & controlling, internal communicating and close-out phases of assigned projects/programmes. Ensuring Project/Programme deliverables such as artefacts, plans, cost estimates and reports are completed and filed within structured repositories. To provide assistance and support with project/programme management related SAP transactions.

The role may exist directly as part of the portfolio project/programme team or within a Project Management Office (PMO) and as such emphasis on the application of and supervision of project controls approaches will vary.

Project/Programme Support:

• Support the effective execution of project controls related to the initiating, planning, monitoring & controlling, internal communicating and close-out phases of assigned projects/programmes.
• Support sales orders and transactions including order booking, shipping, billing, third party orders and new vendor creation. Assist with SAP transactions.
• Contribute to the provision of necessary support to cross-functional teams to achieve successful completion of projects/programmes to their committed delivery dates within budgeted costs operating as an embedded member of project/programme teams.
• Operate in accordance with the standard business rhythm that coordinates the activities of Global Programmes and Finance.
• Support the establishment and maintenance of the required minimum number of artefacts (e.g. Work breakdown Structure, Cost Breakdown Structure, Responsibility Assignment Matrix, Responsible Accountable Consulted Informed (RACI) Matrix, time scheduling, resource planning, risk and change management controls, etc) commensurate with the project/programme categorisation.
• Coordinating and supporting the completion of timely, accurate and standardised project/programme reporting across their assigned projects/programmes at all levels.
• Support contractual and compliance approvals and the change control process.
• Maintain register of compliance with endorsed Commercial Lifecycle Process (CLP) and Product Lifecycle Process (PLP) methodology and other relevant organisational policies for audit purposes.
• Portfolio specific duties:
  • Flexible working hours as required to meet Asia and ANZ timezone.
  • COM Sheets (Sales Order Entry Tools and Financial Management Tool) uploading to designated depository timely and correctly.
  • Tender Preparations – converting Tender Requirements to Compliance Matrix template.
  • Working with PM and Procurement Teams on RFQ for 3rd Parties Deliverables and Freight Cost and Tracking.

Administrative:

• Support the maintenance of a document management and version control system, established in accordance with company standard approach for recording and tracking of all documents for the project/programme team.
• Maintain an action register for tracking actions from internal project/programme meetings/reviews. When required capture minutes.
• Organise and coordinate the execution of project/programme management reviews and support follow-up activities.

Commercial:

• Support the preparation of weekly financial revenue, billing and cashflow reports in line with project/programme reporting for market reviews.
• Supports the PMs and/or Project Engineers in compiling all the supporting documents and reports for the revenue recognition.
• Prepare payment applications in accordance with project progress and as per arrangement with the PM and/or PMO Manager. Maintain a log or tracker for monitoring.
• Prepare Purchase Requisition in SAP at the request of PM and/or PMO Manager.

Policies and Procedures:

• Embrace the standardised and integrated PEC framework covering CLP and PLP applied across the global business.
• Ensure the Smiths Code of Corporate Responsibility and Business Ethics is upheld in all activities

Qualifications

Technical Knowledge, Skills and Abilities:

Educational requirements:

• Higher Diploma (IQF Level 4) or more in a relevant discipline – Business/Project Management or Technology/Engineering.

Knowledge:

• Knowledge of cost, data management and reporting methodologies/techniques.
• Awareness of planning methodologies/techniques and all other aspects of project controls such as earned value management, time impact analysis.
• Application of a document management system.
• Appreciation of complex integrated technology-based sensor systems.

Skills:

• Complete acquaintance of project/programme management and demonstratable skills gained across planning, cost control, risk and change management within a PMO or reputable project management environment.
• Exposure to baseline planning and scheduling, forecasting and estimating, cost/schedule integration techniques.
• Appreciation of resource management and integration with Integrated Business Planning
• Good verbal and written communication and people management skills.
• Foundation level problem-solving skills and some experience in performing data analysis and able to recognise how this benefits decision making.
• Exposure to continuous improvement both formal and informal approaches

Competence and Abilities:

• Motivated to persistently achieve effective results that benefits the needs of the business.
• Ability to communicate clearly (verbal, written, listening) and build an effective network of relationships with internal and occasionally with external.
• Can demonstrate an ability to make good judgements based on available information and in a timely manner.
• Attention to detail, highly organised and able to work under own initiative.
• Maintain the appropriate level of confidentiality.
• Proactively support colleagues.
• Ability to work in a multicultural team in a matrix environment and influence at a basic level.

Planning and Decision Making:

• Support planning, organising and implementing project controls within a portfolio of projects. Applies knowledge and skills to complete a wide range of tasks.
• Responsible for following a standardised project controls approach for the global Smith Detection business. No instructions needed on routine work, and general instructions given on new lines of work or special assignments.
• Required to perform administration autonomously and duties related to the control of projects under supervision.

Impact and Scope:

• Full knowledge of the job. Frequent contacts with individuals outside of own department to obtain or provide information or data on matters with significant importance.
• Provides PMs with informative support and alleviates reporting burden.

Key Internal and External Relationships:

• Portfolio Head of Programmes/ Programmes Director and Team
• Project/Programme Managers
• Program Controllers
• Project Management Office Manager and Project Controls
• Global Programmes Director
• Programme Excellence Centre Team
• Commercial Finance Teams

Additional Information

We offer…

Join us and we’ll help build your career, with excellent training and opportunities for career growth across the business, both locally and globally. You’ll experience an inclusive environment, with strong leadership and a focus on safety and wellbeing. You’ll also have the flexibility to choose from a wide range of benefits to suit your lifestyle, offering you and your family support from a health and wellbeing, financial andlifestyle perspective.

Join us and work for a world-leader, with the benefits and training to reward your dedication and skills. Be part of a team where we are making the world a safer place.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

At no time during the hiring process will Smiths Group, nor any of our recruitment partners ever request payment to enable participation – including, but not limited to, interviews or testing. Avoid fraudulent requests by applying jobs directly through our career’s website (Careers - Smiths Group plc)

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Smiths Detection, part of Smiths Group, is a global leader in threat detection and screening technologies for aviation, ports & borders, defense, and urban security. Our expertise is spread across 5 R&D centers, 21 Global Offices and 7 Manufacturing Sites with 3000 Brilliant Minds globally contributing for over 40 years at the frontline which enables us to deliver the solutions needed to protect our society from any threat and illegal passage of explosives, prohibited weapons, contraband, toxic chemicals, and narcotics. Every minute of every day, our technology and talented team members help to make the world a safer place.

Smiths Detection, part of Smiths Group, is a global leader in threat detection and screening technologies for aviation, ports & borders, defense, and urban security. Our expertise is spread across 5 R&D centers, 21 Global Offices and 7 Manufacturing Sites with 3000 Brilliant Minds globally contributing for over 40 years at the frontline which enables us to deliver the solutions needed to protect our society from any threat and illegal passage of explosives, prohibited weapons, contraband, toxic chemicals, and narcotics. Every minute of every day, our technology and talented team members help to make the world a safer place.

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