Global Projects Delivery Lead

Job Summary:

The Global Projects Delivery Lead will be responsible for the overall accountability for the establishment and on-going delivery of a portfolio of HR Projects across HR Operations that will drive world-class HR operational and transactional services to Astellas employees globally.

Key Responsibilities:

• Develop and own a Project Blueprint that ensures consistent tools/templates/documents used across the team.
• Drive the implementation of standard tools across the team – ensuring we have a unified approach to project management and can manage expectations from our stakeholders.
• Develop a project portfolio dashboard to provide an overview of all projects in-flight or upcoming in HR Operations across the financial year.
• Drive regular status reporting from this dashboard to provide an overview of key project activities, timelines, resourcing, and budgeting requirements.
• Establish relevant global governance around Global HR Operations Project Portfolio to ensure project status is regularly reviewed and risks/issues are mitigated against.
• Own senior HR stakeholder communication – use portfolio dashboard as an input into decision making around priorities, objective setting, and resourcing with senior HR stakeholders.
• Develop guidelines to clearly define how Global HR Operations determines which priorities receive project management support from the central project delivery specialist team.
• Design business readiness and project acceptance criteria.
• Design impact assessment framework to determine which areas of HR will be impacted by the project/change and ensure we have the right people part of the project team.
• Act as 'air traffic controller' for Global Projects by confirming project objectives and identifying the right resource to support the project.
• Create a resourcing and capacity planning model to support decisions on project resourcing throughout project lifecycle.
• Provide expertise and planning support to global HR teams for key strategic initiatives/projects.
• Effectively identify and mitigate project risks to ensure they remain on track to achieve desired aims.
• Ensure projects are managed effectively, on time, budget, and with effective change management and communications.
• Oversee the delivery of key People Team cyclical activity, focused on providing a value-added 'central' service to the business, ensuring successful delivery and completion against agree objectives, service standards, and timescales.
• Ensure the process library, documentation, and knowledge management for all cyclical activity to ensure the integrity and on-going delivery of these activities.
• Ensure that specialist customer queries and data issues relating directly to cyclical activity are resolved either directly by the Project Specialist team or through input from broader HR SMEs.
• Lead and motivate the team instilling and demonstrating Astellas values and high standards of conduct.
• Communicate priorities to teams ensuring that the performance objectives effectively translated into team and individual objectives and that the achievement of these objectives is effectively and regularly monitored and reviewed.
• Build capability across the team through a blended learning approach including; coaching, mentoring, on-the-job training, etc.
• Act as the quality control and advisory point for projects that are being conducted and staffed with central resources and offer support on an ongoing basis including agreeing scope, evaluating progress/quality, and managing issue resolution.
• Escalation point for complex risks/issues that require resolution from senior stakeholders.
• Lead and manage relationships with external consultants brought in to support project delivery.
• Track the HR Operations budget throughout the year in order to; manage cost within budget projections, flag any budget discrepancies in a timely manner, highlight unexpected spend, and propose mitigating steps.
• Review monthly management accounts for HR Operations in order to monitor, reconcile (appropriate cost centers and GLs), and look for cost efficiencies and opportunities for improvement in the budget and spend.
• Lead budget forecasting activity across HR Operations including working with HR country leads across EMEA to feed in to forecasting activity.
• Establish the appropriate governance structure for the HR Operations budget including establishing the right cadence of meetings across the team to drive clarity.
• Lead requests driven by the HR Leadership Team around headcount and FTE and support strategic headcount planning through data and insight.
• Maintain the Astellas FTE and Headcount Data Cube across HR to ensure there is clarity on current FTE as well as forecasted FTE throughout the year.
• Drive alignment with teams across HR globally to ensure clarity on current FTE and changes to FTE across the year.
• Produce monthly headcount/FTE reports to show the current size of HR as well as the forecasted size of HR throughout the year.
• Drive updates and alignment with HR Connect to ensure that information held in our core system is accurate and up-to-date for HR.

Requirements:

• Experience of working in a Shared Service Centre environment.
• Significant experience with demonstrated results in the development and implementation of a range of continuous improvement projects, including both technology and process.
• Six Sigma Black Belt qualification.
• Highly trained in statistical tools.
• Extensive HR process and transaction experience.
• Knowledge of HR metrics and their applicability.
• Experience with HRIS applications and complementary HR software solutions.
• Demonstrated knowledge of Project Management Tools and Techniques.
• Proven people management skills.

Competencies:

• Customer Focus:
  • Acts to support a culture where everything is done to enhance value to patients. Intentional about meeting/exceeding customer expectations.
  • Proactively seeks feedback to improve service provision.
• Strategic Orientation:
  • Understands how personal/team objectives contribute to Astellas' strategy and functional goals.
  • Balances 'bigger picture' goals and operational requirements, overcoming challenges/barriers to delivery.
• Innovation & Change:
  • Identifies improvements and generates new ideas, methods, or solutions. Positively embraces change.
  • Continuous improvement approach: takes personal ownership to improve ways of working and leverage/share best practice.
• Results Orientation:
  • Ability to work autonomously and make evidence-based decisions: judgement to know when to seek guidance or escalate.
  • Methodical with ability to prioritize and meet deadlines. Tenacious to follow up and resolve outstanding matters and explore options.
  • Excellent attention to detail and financial awareness (raise/process/track Purchase Orders, etc.).
  • IT literate (Intermediate stage) to type/create and edit reports, trackers, etc. Excel, Word, PowerPoint, Outlook, and eLearning and online systems (e.g., LMS, ZINC, TMF, etc. databases). Intranet and web.
  • Good written and verbal communications including ability to prepare updates, summaries, emails to employees and managements.
• Communication & Collaboration:
  • Collaborates: values others' views and perspective. Able to challenge respectfully and propose alternative solutions.
  • Proactively shares knowledge and adapts approach to build consensus and respect diverse views and cultures.
• Developing & Inspiring:
  • Proactively shares knowledge and best practice and encourages others to develop.
  • Learns from own/others experience and proactively seeks to develop personal capability.
  • Regularly seeks feedback on personal contribution and growth areas.
• Working as One Astellas:
  • Takes personal ownership and acts as a role model of ethics and compliance treating everyone with respect.
  • Provides honest, constructive, and timely feedback. Seeks feedback on own contribution and ways of working.