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PMO Lead

HeadSource International

This is a Contract position in Toronto, ON posted May 24, 2023.

PPMO Lead (Portfolio and Project Management Office)

The Organization:

Our client is a Global Non-Profit organization whom has had the privilege of serving vulnerable people in communities across Canada and Worldwide for more than 130 years. Last year, they helped over 2.1 million people, providing necessities of life such as food, clothing, and shelter.  They are now shifting gears to better serve their communities with the undertaking of a full-scale Information Technology Transformation in Canada.

Position Purpose summary:   

The role of the PPMO Lead is to identify, develop, implement and control best practices for IT project, portfolio and program management throughout the organization. This includes defining and documenting all policies and processes of project lifecycles in order to deliver these projects according to plan and within budget. This position also oversees IT Project Managers as they manage end-to-end project lifecycles, within identified project timelines and budgets. The PPMO Lead will establish and maintain project management standards and process and participate in project management as needed
to ensure projects complete. The PPMO Lead will also create formal methodologies for defining project key performance metrics and allocating resources.



  1. Strategy and Planning:
    1. Define how the scope, goals, and deliverables of IT projects should support business goals, in collaboration with senior management.
    2. Identify gaps in current IT program, project and portfolio management processes within TSA; identify appropriate solutions
    3. Create new PPMO templates and processes where they do not exist
    4. Leads all IT Project Managers and works with IT leadership and staff to foster a Project Management culture and mindset in IT.
    5. Manage Projects as needed to ensure projects complete on time and on budget.
    6. Determine frequency and content of status reports from project managers, analyze results, and troubleshoot problem areas.
    7. Streamline reporting mechanisms to provide a holistic view of project statuses by identifying and implementing mechanisms that continuously improve the effectiveness of the PPMO framework, processes and project manager capabilities.
    8. Cultivate and maintain strategic relationships with key business stakeholders to reinforce the organizations project management culture.
  2. Acquisition and Deployment:
    1. Effectively manage project managers’ time and allocate resources to ensure deliverables are completed.
    2. Where required, negotiate with department managers for the acquisition of required personnel from within the company.
    3. Assess and approve/disapprove need for additional staff or consultants and make the appropriate recruitments if necessary, during project’s lifecycle.
    4. Accountable for the delivery of all IT projects end-to-end, ensuring quality assurance, control, and post implementation reviews meet agreed specifications.
    5. Identify and implement tools and systems to enable and streamline PPMO processes.







  1. Operational Management:
    1. Develop best practices, techniques, and tools for project planning, execution, project management, ongoing milestone/deliverable tracking, communication, and key performance metrics.
    2. Communicate project management standards and techniques to the appropriate staff and stakeholders.
    3. Review budget proposals and recommend subsequent budget changes where necessary.
    4. Review, assess and maintain PPMO quality standards for project deliverables such as documentation and other project artifacts.
    5. Accept and assess status reports, change requests, and requirements documentation to ensure smooth project progression.
    6. Conduct project postmortems and create a recommendations report in order to identify successful and unsuccessful project elements.
    7. Work with other managers to identify and resolve risks, issues and conflicts within and between various project teams.
    8. Works with the Territorial Director on the PPMO staffing including hiring, firing, promotion, training, and salary.
    9. Performs staff evaluations, monitoring individual performance and providing regular feedback on efforts well done and areas needing improvement.
    10. Meets frequently with IT leadership team and stakeholders to solicit input and provide updates regarding changes or improvements to the PPMO framework and processes.
    11. Prepare, develop, and be involved in policy creation and change as necessary and assist in policies for other departmental sections as needed.

Direct reports for this position: 5 – 8 PM’s and Project Controllers


Education, Qualifications and Certifications:  

  • Designation of Project Management Professional or equivalent is required.
  • 10 years direct work experience in an IT project management capacity, including all aspects of process development and execution.
  • 10 years project management experience working within a formal Project Management Office framework
  • Strong understanding of project management (PMLC) and systems development (SDLC) lifecycles. 
  • Strong knowledge or certification with Agile project management methodologies and delivery.  
  • Strong knowledge of current IT trends. 
  • Experience with managing large scale implementations or Transformation programs.  
  • Advanced skills using project management tools such as MS Project, Jira, Smartsheets, etc.  
  • Strong skills in project financial management.  


Skills and Capabilities:  

  • Ability to manage and collaborate with multidisciplinary teams. 
  • Adept at conducting research into project-related issues and products. 
  • Ability to elicit cooperation from a wide variety of sources, including upper management, clients, and other departments. 
  • Skilled at planning, facilitating and leading high-impact, effective meetings with both technical and senior business participants. 
  • Research and analytical skills.  
  • Strong organizational and planning skills.  
  • Strong oral and written communication, facilitation and interpersonal skills.  
  • Takes personal accountability for the progress and success of assigned projects; leads and drives on time delivery 
  • High degree of self-motivation. 
  • Resilient and agile, modelling adaptability to changing priorities, demands, processes 
  • Ability to read communication styles of team members and contractors who come from a broad spectrum of disciplines. 
  • Must be conscientious and reliable with a strong commitment to customer satisfaction and problem resolution.  
  • Ability to effectively prioritize and execute tasks in a high-pressure environment is crucial. 
  • Requires minimal supervision, is self-motivated and directed.