Project Liaison Lead

Project Liaison Lead

Location: Northern Spain.

Duration: 2+ years work.

Rotations: Monday-Friday.

Hours: 8 hours a day.

Start date: July/August.

*Until end of year working at home, Jan 2025 on site.*

Project Description and responsibilities:

Strategic:

By supporting the project in the areas of team organization, documentation control and cost allocation in SAP/WBS, the project liaison team leader will see their role and responsibility increase with the development of the project through the design phases. Every new design phase will bring additional needs and workload, driven by the implementation and closure phases requiring a higher contribution of this function, thus a higher need of good coordination.

This function provides an important assistance to the design engineers by allowing them to focus mainly in the engineering design and removing from them the workload of project organization tasks.

The project liaison team leader has a key role in expansion projects to guarantee that all purchase orders of the project are correctly allocated to the correspondent WBS, hence guaranteeing a good knowledge and control of the project budget, as well as, the documentation generated by the project is correctly logged, distributed and archived

Scope of the mission

Integrating the project team, the project liaison team leader is responsible to lead the team whichcoordinates project documentation flows and archive, establishes systems to manage / track purchase orders and goods receipts, responsible management of miscellaneous non-PO purchases, establish and maintain systems for allocation of project costs in SAP/WBS, and all aspects related with the organization of the engineering team: welcoming new team members, developing individualized onboarding plans, support their needs, organize the project gate reviews and monthly review meetings Primary Tasks and responsibilities:

* Onboarding of new employees:

o Lead, with support from the Regional Program Director, in onboarding of new employees to the engineering organization

o Lead with new employees' direct supervisors to develop individual training plans tailored to the needs of their role, along with base knowledge/expectations of the engineering organization

o Plan and prepare the logistic needs for new team members, including system/security access, supplies/equipment, travel arrangements, and other business support.

* Cost control:

o Establish and maintain systems to issue and track purchase orders in SAP, guaranteeing correct WBS allocation

o Coach and Support Project Liaison to issue and track Shopping Carts (SCs), Purchase Orders (POs) and goods receipts (GRs) in SAP in a timely manner

o Coach and Support Project Controls to Actively manage SAP/WBS cost allocation and highlight variations

o Provide actuals per WBS to support forecasting by Project Managers

o Stewardship of Engineering procurement card (ProCard) for all non-travel related miscellaneous purchases, ensuring appropriate use of Procard vs Purchase Order, leadership approval according to Local Approval Matrix (LAM)

o Consolidate quarterly and monthly project cost forecast reported by PM

o Update forecasts in Planisware

o Oversee updating of SAP/ARIBA files

o Monthly Headcount allocation to appropriate WBS accounts for all active projects & waves within the region / site

o Report actual costs of the yearly Engineering department budgets

* Leadership of the Liaison Team

o Manage of daily miscellaneous requirements and admin tasks

o Manage and delegate administrative tasks and project priorities

o Manage and delegate department administrative work such as organizing the monthly department meetings, annual outing, travel, visitors, teambuilding activities, etc

o Maintain and manage a healthy and motivating work environment

o Improve and formalize monthly departmental reports/ meeting

* Leadership of the Document Control Team:

o Organize, distribute and archive all project documents, guaranteeing proper archiving rules to support claims to contractors and EPCm partners

o Manage the project folder access matrix, maintain project transmittals, archiving engineering deliverables and permitting docs on project servers

* Department Communication:

o Responsible for all aspect of internal and external communication within local Engineering department

o Manage visual branding display in department

o Work closely with HR/GSS/EHS team

*Facilities management:

o Responsible for facilities operations within the department

o Liaise with facilities contractors, responsible to maintain engineering facilities

o Managing repairs, maintenance and replacement in the engineering facilities

o Working together with EHS regarding fire safety procedures in the engineering facilities

*General duties:

o Carry out assigned tasks and duties in a safe manner, in accordance with instructions, and to comply with environmental, health & safety rules/procedures, regulations and codes of practice.

o Perform engineering and technical support to the projects when needed, undertaking any additional tasks commensurate with the role as and when required.

o rules and procedures set down:

Technical Profile requirements:

* University degree or College diploma specializing in business administration or a technical field

* Experience and/or background in industrial companies, preferably linked to engineering or operations

* Competent and fluent (written and verbal) in Spanish and English

* Computer literacy with good working knowledge of the MS Office package

* Experience with SAP and Ariba software

* Knowledge of EHS standards and industry good practices

* Must have the Knowledge, Experience and Skills to conduct their tasks in accordance with the

Non-Technical Profile Requirements :

* Organized

* Team worker

* Result oriented and timely delivery

* Positive mindset

* Capable to work in matrix organizations

* Problem and conflict solver

* Flexible and resilient to work in ambiguous situations with limited supervision

* Coaching skills

* Good communication