Project Planner

The scopes of services below are based upon both activity and resource based wherever applicable. It is the responsibility of the Service Provider to ensure that the competent resources and right tools are used to perform these services and all the deliverables are submitted within the given period & the format.

1. Delivery Operation

Delivery Process governance

Support to manage and follow-up internally to assure that the delivery process is in place properly for all projects after contract signing, including:

• Adherence to Group Directive Customer Project Management including compliance to environmental customer requirements.
• Risk Assessments for Customer Projects including Information Security, Data Privacy, Health & Safety
• High and very high risks and treatment plans produced and monitored as part of the customer project delivery
• Common ways of working for Security, Data Privacy, Health & Safety risks managed in customer projects
• Remote Site Assurance Implementation and monitoring of 3PP compliance for safe working environment and healthy workplace

Fulfill and report all pending actions prior to project decision meeting and due date

Archive and track all requests and approvals

Translate and notarize contract for LC issuance

Project document preparation

• Translate and notarize contract for LC issuance
• Prepare and track all the in-out correspondences for PM to send to customers including site access, RSG access, notification letter for HW/SW delivery at customer project sites…
• Support to prepare & track the invoicing/payment document submitted to customer per contract invoice milestones.
• Follow-up with Cash collector to work with customers to make sure cash collected per contracted payment terms.
• Support to prepare project documents, involving internally in preparation of acceptance documents

Project management coordination

• Prepare acceptance plan for the whole project in coordination with Project Manager.
• Manage payment collection for all project/contract milestones in working closely with project manager following project progress and acceptance status.
• Plan the timeline for Project materials/HW/SW delivery and signing for delivery acceptance (DAC) & track deliverables.
• Working with internal supply for shipping documents checking, materials delivery to customer sites to ensure alignment with contract requirement.
• Manage acceptance (ATP) documents quality that align with customer approved ATP templates and status. Follow up internally together with project manager for ATP signed off
• Proactively initiate and solve issues that arises during project execution in discussion with Project manager and Project team
• Manage project handover to Customer Support timely. Record handover proof and track details.

Project governance

• Follow-up, track all project status and milestones internally
• Build project check list and assure the check list is fulfilled for all projects.
• Manage project documents following the project checklist with latest versions/approved versions to be uploaded timely in Project document shared folders.
• Follow monthly GR/IR mismatch provided by SSC for all project POs.
• Ensure invoices overdue to be cleared in the next follow up.
• Raise the Resource demand request in EriMatch tool per Project manager request and follow up status
• Identify area of improvement or best practice

Expenses activities governance and arrangement

• Fully comprehend and master the company expenses instructions and directives
• Monitor all project expenses activities to follow company directives,
• Archive and track all the required approval

2. Service Delivery Assistant

Projects and internal tools management

• In charge of overall projects governance in delivery tools (SharePoint, EriDoc, ..): track and ensure that all the project information is up to date monthly, support to resolve any issue occurring with the tools
• Manage all service delivery working folder access, tools such as SharePoint, EriDoc, Office365, etc.

Business trip Arrangement

• Book flights & hotels & arrange other logistics if required (pick-up, registration, etc.)

Communication management

• Tracking all the incoming & outgoing letters, follow-up with letter owner to assure the response in time
• Draft letter per PM’s request, correct and finalize letter after review of person in charge, and ensure it is sent to relevant customers by person in charge.

2. Pre-sales Assistant

1. Tender document preparation - Support to prepare tender document, involving internally in preparation of tender proposals