Global Projects Delivery Lead

Purpose and Scope: The Global HR Projects Lead has 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.The role will have oversight and manage the Global HR Operations projects portfolio (both transformation and continuous improvement initiatives/projects) to improve visibility of all Global HR Operations projects and support senior stakeholder decision making around priorities.The role will provide professional project management expertise to support complex HR programs or change initiatives with a significant people or HR process dimension and will hold direct responsibility for a pool of Project Delivery Specialist resources to drive the delivery of such projects.The role will establish relevant global governance around HR Operations projects portfolio to monitor and track status, risk and support broader demand and resource planning.The role will lead demand and resource planning to determine volume of project requirements against resource capacity and forward planning / calendar of project activities throughout the year.The role will contribute to identifying improvement opportunities which will increase efficiency, reduce costs and thus contribute significantly to meeting overall business objectives.The role will manage the Global HR Operations budget leading the monthly analysis of management accounts, quarterly reforecasting activity and annual budgeting cycles.The role will manage HR Operations Headcount reporting and manage the HR Data Cube.

Key Accountabilities:

Accountable for successful delivery of agreed HR Projects across Global HR Operations, aligned to Global Objectives.Accountable for the management of appropriate resources in order to deliver upon objectives.Accountable for the management and oversight of all project and program performanceAccountable for ensuring governance of HR projects is implemented effectively, including reporting standards for steering committee, executive and board meetings.Accountable for contribution into communications for Global HR initiatives and programs across Astellas – collaborating with members of the HR function using common HR project planning and execution tools.Accountable for HR Operations budget management and headcount reporting

Key Deliverables:

Drive a Globally Consistent Approach to Project Management across HR Operations

Develop and own a Project Blueprint that ensures consistent tools/templates/documents used across the team e.g. all projects have an approach document, a timeline, status report, regular project governance establishedDrive the implementation of standard tools across the team – ensuring we have a unified approach to project management and can manage expectations from our stakeholders.

Oversight and Monitoring of Global HR Operations Portfolio of Projects

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 review and risks/issues are mitigated against.Ensure all projects have detailed project timelines, approach documents and relevant governance established to drive project activity.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 Selection Criteria to Determine which Projects receive PMO Support

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.

Provide Project Management Expertise for Complex HR Programs and Cyclical HR Activities

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 Project Delivery Specialist Team

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.

Management of Global HR Operations Budget

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 centre’s 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.

Management of HR Headcount

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.

Ways of Working:

Collaborate with Global Excellence Capability and Enhancement Team to ensure project management approach meets broader HR requirements / aligns with central Astellas PMO function to avoid deviation from Global Astellas standards.Collaborating with global stakeholders across HR to determine which priorities will receive project management support and define project outcomes and acceptance criteria and define the case for change / supporting business case as required.Work closely with the HR Business Solutions team to identify continuous improvement opportunities.Collaborate with HRBPs and business leaders to drive forward project management capabilities and use of best practice methods.Build strong working relationships with Astellas Finance and manage the relationship with the HR Finance Business Partner.Champion the effective use of statistical methods through leadership, training and consultation to drive service excellence and customer orientation, exceeding expectations of customers.Motivation of workforce by leading through example and turning HR Operations into an important element of the HR Career Path.Act as a change agent and champion for the Global HR Operations Model.

Organizational Context:

Management of 5 FTEManagement of budget across 37 countries. Requirements

Qualifications:

Required:

Experience of working in a Shared Service Centre environmentSignificant experience with demonstrated results in the development and implementation of a range of continuous improvement projects, including both technology and processSix Sigma Black Belt qualificationHighly trained in statistical toolsExtensive HR process and transaction experienceKnowledge of HR metrics and their applicabilityExperience with HRIS applications and complementary HR software solutionsDemonstrated knowledge of Project Management Tools and TechniquesProven 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.

Benefits:

Medical, Dental and Vision InsuranceGenerous Paid Time Off options, including Vacation, Sick time, plus national holidays including Heritage Days, and Summer and Winter BreaksCountry Specific Retirement Savings Plan (401k, RRSP, etc.)Company paid life insuranceAnnual Corporate Bonus and Quarterly Sales Incentive for eligible positionsLong Term Incentive Plan for eligible positionsReferral bonus program

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