Project Manager

JOB PURPOSE

To manage and implement reform and modernization projects in TAJ; monitor and report on all projects being implemented in the organization, using appropriate project management tools, to ensure that projects are completed on time, within scope and budget; ensuring that the quality of work meets project standards. 

KEY OUTPUTS

• TAJ projects coordinated and managed; 
• Project documents developed; 
• Project deliverables managed and monitored; 
• Project risks identified and mitigated; 
• End-users trained; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Management and Administrative Duties 

• Provides leadership, support and guidance to all staff assigned to the project to ensure that the Project Team is effectively managed; 
• Assist with the development of the Operation and Work Plans with the supporting budget for the Project Team ensuring that all the relevant activities to be under taken and required resources are considered; 
• Plans, coordinates and directs all the activities of the Project Team; 
• Establishes and enforces standards and rules of professional conduct for staff assigned to the project in order to maintain the highest degree of confidence in its integrity and efficiency; 
• Ensures staff is aware of and operates in accordance with all relevant laws and policies; 
• Maintains effective working relations with external and internal stakeholders ensuring that the Project Team provides a consistently high level of service.

Technical/Professional Duties 

• Plans and manages project implementation and overall coordination of reform and modernization project outcomes; 
• Defines project scope, goals and deliverables; 
• Develops project documents including but not limited to, Project Charter, Project Plan, Risk Register, Project Schedules, Status Reports, Project Closure documents; 
• Manages project risks and resolve issues arising within the projects; 
• Manages the project schedules and ensures that projects are completed on time, within budget; 
• Manages project resources to ensure that project deliverables are achieved; Monitors the project contract and ensures adherence; 
• Ensures effective communication and coordination between TAJ and the project management team in external sponsoring entity; 
• Advocates project objectives and ensures that all stakeholders are well informed about the project activities, deliverables, problems and solutions; 
• Monitors and reports on all projects (including construction projects) within TAJ; 
• Guides and coordinates the work of staff assigned to the various reform and modernization projects to ensure that deliverables are achieved; 
• Informs the Director Policy and Projects of operational progress, risks, issues, major setbacks, resource constraints and significant deviations from agreed objectives/targets/actions; 
• Ensures the quality of outputs and results through monitoring mechanisms; 
• Verifies the full implementation of work products and reports on these implementations; 
• Mobilizes resources in TAJ and all external stakeholders towards achievement of project objectives; 
• Determines staffing requirements, requests and allocates resources for projects as needed; 
• Co-ordinates the general administrative matters associated with projects; 
• Conducts environmental scanning and SWOT analysis for projects being implemented to assist with achieving the short and medium term goals of TAJ;
• Assists with establishing, managing and maintaining networks with internal and external stakeholders; 
• Identifies risks and assists in developing mitigating strategies for all projects in TAJ; 
• Maintains accurate project trends and support the director and with advice on appropriate project management practices; 
• Assists and supports the Director, Policy in coordinating, work planning, reporting, partner liaison, networking and communication on projects; 
• Ensures that end-users are trained in the use of the solutions implemented for the relevant projects; 
• Provides collaboration with cross-functional technical and business teams to ensure that service improvements resulting from the implementation of projects are maintained; 
• Drafts coordinated plans to support the implementation of projects .and ensure that project deliverables are met; 
• Identifies conflicts in the implementation schedules across projects and recommends corrective action; 
• Implements and manages changes when necessary to meet project deliverables; 
• Supports activities to ensure that projects and technical assistance are implemented in a systemic, coordinated and sequential manner; 
• Reviews project activities as necessary to achieve project outputs, outcomes and impact, lessons learned and alternative approaches and methods; 
• Initiates and leads project meetings, workshops and other project related activities as required; 
• Identifies, monitors and escalates high priority issues from the front line, including emerging risks, to the relevant authorities; 
• Updates and submits the Enterprise Risk Management (ERM) Sub-risk Register for the Unit; 
• Prepares and submits monthly report on work done for Director, Policy and Projects; 
• Performs any other related duties assigned by the Director, Policy and Projects. 

Human Resource Management Duties 

• Develops and manages the Project Team HR plan that addresses staff requirements, succession planning and liaises with the Director Systems Development; 
• Participates in the recruitment of staff for the projects and ensures that they are aware of and adhere to the policies and procedures of the Department; 
• Conducts periodical reviews of supervisees in accordance with work plans; 
• Completes final performance assessments and recommends appropriate training and development programmes as necessary; 
• Initiates and participates in disciplinary proceedings relating to staff members assigned to the project and implements corrective measures. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• TAJ projects are managed and coordinated in keeping with agreed standards and timelines; 
• Project documents are developed in keeping with project management standards; 
• Project deliverables are managed and monitored in accordance with agreed timelines; 
• Project risks are identified and mitigated in accordance with established standards; 
• End-users are sensitised and trained in accordance with project plan;
• Accurate and comprehensive reports are prepared and submitted by the due date. 

AUTHORITY TO:

• Develop business cases for transformational projects within TAJ;
• Recommend alternate strategies in relation to project implementation;
• Allocate financial and human resources; 
• Manage human resources; 
• Recommend changes in scope and timelines.

REQUIRED COMPETENCIES:

Specific Knowledge 

• Excellent knowledge in project management; 
• Excellent knowledge of Tax Administration Jamaica operations, policies and procedures; 
• Excellent knowledge of legislation, regulations and standards pertaining to TAJ; 
• Comprehensive knowledge of information technology systems and the relevant applications; 
• Sound knowledge of project management tools and software; 
• Sound appreciation of business process re-engineering. 

Required Skills and Specialized Techniques 

• Excellent planning and organizing skills; 
• Excellent problem solving and analytical skills;
• Excellent presentation, communications and interpersonal skills;
• Excellent time management skill; 
• Very good negotiation and persuasive skills; 
• Good leadership qualities and team skills; 
• Ability to multitask and meet deadlines; 
• Ability to work under pressure in a target driven environment; 
• Ability to exercise sound judgment; 

Qualifications and Experience 

• BSc Degree in Business Studies or equivalent professional qualifications;
• Project Management Certification; 
• Four years (4) project management experience or five (5) years related experience at a senior level. 

WORKING CONDITIONS

• Normal office environment with some exposure to unfavourable environment;
• Fast paced and high stress levels; 
• Critical deadlines for completion of projects and may require extended working hours; 
• Travel 30% -40%.

While we thank all applicants for their interest, only short-listed candidates will be contacted.