Project Management Officer

Summary:

Performs non-technical project completion using an internal customer perspective, typically from initiation through delivery. Coordinate cross-functional teams through meetings and progress measurement activity which bring distinct, specific projects to completion both on time and within budget.

Duties & Responsibilities:

Position Overview:
VIAVI Solutions is seeking a highly motivated and detail-oriented Business Process Analyst to join our team. This position is critical for supporting the project administration, invoicing and purchase order (PO) processing. The ideal candidate will have strong knowledge of Oracle, Office 365, SharePoint, and experience in handling global professional services projects, with a focus on APAC, EMEA and other locations.

Key Responsibilities:
Initiating Invoices:

• Submit acceptances to appropriate team to initiate invoices for global professional services, with a focus on APAC, EMEA (Europe, the Middle East, and Africa) and other regions.
• Ensure invoices are in line with contract terms and project milestones.
• Coordinate with internal teams and clients to resolve any discrepancies in invoicing.
• Assist the Project Manager (PM) with project milestone closures.
• Third Party Purchase Order (3PO) Management:
• Create, manage, and track purchase orders, ensuring compliance with company policies and procedures.
• Assist in the timely resolution of issues related to POs and payment processing.
• Process new vendor set-ups and follow-through to completion.
• Process new ship-to locations.

Project Administration:

• Create projects as requested by Project Managers, in Oracle, PM Portal, and Dovico.
• Support project managers and finance teams with day-to-day project administration.
• Monitor and track project financials, ensuring proper documentation and accurate reporting. Baseline budgets in Oracle Projects.
• Assist with project close-out activities, ensuring all accounting processes are completed.
• Initiate Customer Survey upon project completion.
• Upload documents in Project Manager Portal for PM’’s where a gap has been identified so as to maintain 100% accuracy of the portal. Self-audit of portal needs to be carried out.

Collaboration:

• Work closely with finance, procurement, and operations teams to ensure smooth project execution and financial management.
• Liaise with global teams to ensure adherence to financial policies and procedures.
• Be aware of Tax structure of countries where we hold businesses and advice PM’s accordingly.

System and Tool Management:

• Utilize Oracle and SharePoint for project accounting, financial tracking, and reporting.
• Manage and maintain financial data using Office 365 tools (Excel, Outlook, etc.) for efficient tracking and communication.
• Maintain Dovico data, including project creation, role creation/assignment, maintenance, and archival.
• Assist in the maintenance of project documentation within the company's systems.

Contract Management Portal

• Interact with Project Manager’s for collection of data where gaps have been identified.
• Keep Contracts Issue Tracker updated and respond to stakeholders with details where required (Owner is Revenue Recognition Team)
• Follow Up activities on the STC-Conga Tracker.

Qualifications:
Education:
Bachelor's degree in Accounting, Finance, Business Administration, or related field.

Experience:
Proven experience (8-10 years) in project administration, invoicing, or related financial roles, preferably in a global company or technology sector.
Technical Skills:

• Strong working knowledge of Oracle (Project Accounting/Financial modules).
• Proficient in Microsoft Office 365 (Excel, Word, Outlook).
• Familiarity with project management and accounting software is a plus.

Skills & Competencies:
Excellent communication skills (written and verbal). Flair of English is mandatory.
Strong organizational skills and attention to detail.
Ability to multitask and manage multiple priorities in a fast-paced environment.
Knowledge of global invoicing processes and procurement practices is an advantage.
Problem-solving mindset and ability to work independently as well as in te

Pre-Requisites / Skills / Experience Requirements: