Project Management Office Analyst

Job Description

Supports the IT Project Management Office (PMO) in delivering disciplined execution, structured governance, and financial transparency across American Hospital Dubai’s technology and digital transformation initiatives. Performs daily interaction with finance, procurement, vendors, and IT delivery teams to ensure timely reporting, vendor coordination, and accurate budget tracking. Maintains strong governance and structured reporting, ensures projects are delivered with accountability, efficiency, and alignment to organizational priorities.

Responsibilities

Reporting & Governance

• Prepare and maintain IT portfolio dashboards highlighting status, risks, financials, and progress.
• Consolidate project data into accurate and consistent reports for leadership.
• Track and escalate risks, issues, dependencies, and assumptions (RAID logs).
• Maintain PMO governance frameworks, templates, and documentation standards.
• Support project gate reviews, steering committees, and governance boards with high-quality reports and packs.
• Provide visibility into project health (scope, cost, schedule, risk) using tools such as Power BI, SharePoint, or Smartsheet.

Vendor Engagement & Procurement

• Act as primary point of contact for vendors regarding procurement, deliverables, and invoicing.
• Obtain quotations, raise purchase requisitions, and follow through on approvals.
• Monitor vendor contracts, SLAs, and deliverables to ensure compliance.
• Track and update vendor interactions, highlighting risks or delays to the PMO Manager.
• Support contract renewals, amendments, and maintain vendor commitment registers.

Financial & Invoicing Support

• Track project budgets against forecasts and highlight deviations.
• Validate vendor invoices against contracts, POs, and approved deliverables.
• Maintain financial trackers with commitments, actuals, and forecasted spend.
• Partner with Finance to ensure accruals, re-forecasting, and payments are accurate and timely.
• Prepare variance analyses explaining over/underspend and corrective actions.
• Support quarterly and annual budget reports for IT projects.

Project Activity Tracking & Operational Support

• Maintain detailed calendars of PMO and project activities.
• Support project managers in preparing documentation, schedules, and reports.
• Provide structured follow-up on open actions to ensure accountability.
• Maintain the central PMO repository (SharePoint or equivalent).
• Assist in preparing training materials, onboarding documents, and PMO toolkits.
• Support monitoring of resource allocation and utilization across projects.

Communication & Collaboration

• Provide clear, structured updates to leadership, project managers, and end users.
• Participate in documentation, knowledge sharing, and onboarding activities.
• Contribute to a culture of transparency, accountability, and teamwork across IT and clinical environments.

Qualifications

QUALIFICATIONS & SKILLS:

• Bachelor’s Degree in Business Administration, Finance, Information Technology, or related field.
• ITIL or Service Management certification preferred.
• Project Management certification (CAPM, PRINCE2 Foundation, or equivalent) preferred.
• Financial or procurement-related certifications (CIPS, ACCA modules, etc.) preferred.

PROFESSIONAL EXPERIENCE:

• Minimum of three (3) years of experience in a PMO, project coordination, or project/financial administration role.
• Knowledge of PMO operations, project governance, and reporting frameworks.
• Knowledge of procurement workflows including requisitions, purchase orders, and vendor invoicing.
• Knowledge of project-based financial tracking, variance analysis, and accounting.
• Knowledge of IT governance frameworks (ITIL, COBIT, ISO) and exposure to healthcare/regulatory project environments.
• Skills in preparing dashboards and reports using MS Office (Excel, PowerPoint, Word) and advanced tools (Power BI, Smartsheet, MS Project, SharePoint).
• Skills in consolidating project data, preparing governance documentation, and supporting steering committees.
• Skills in coordinating with vendors, procurement, and finance to ensure timely deliverables.
• Skills in clear, structured communication with executives, project managers, and cross-functional stakeholders.
• Skills in managing multiple tasks, deadlines, and competing priorities with discipline and structure.
• Skills in identifying risks, anticipating gaps, and developing proactive solutions.
• Ability to interact with senior stakeholders and enforce accountability across multiple teams.
• Ability to provide accurate and consistent financial, reporting, and governance outputs.
• Ability to follow through rigorously on tasks and ensure timely closure of open actions.
• Ability to work effectively under pressure while demonstrating resilience, reliability, and accountability.
• Ability to collaborate with PMO, Finance, Procurement, IT, and clinical teams in achieving organizational goals.