Vice President – Bank IT Project Executive Reporting & Project Accounting Lead

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Mitsubishi UFJ Financial Group, Inc. (MUFG) is one of the world’s leading financial groups. Headquartered in Tokyo and with over 360 years of history, MUFG has a global network with around 3,000 offices in more than 50 markets. The Group has over 180,000 employees, and offers services including commercial banking, trust banking, securities, credit cards, consumer finance, asset management, and leasing.

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The Project Governance IT Planning, Reporting & Administration team are part of the Technology department.  The Head of IT Planning, Reporting & Administration is accountable for the planning and delivery of MUFG Bank London Branch’s portfolio of systems investment projects and consists of funding assigned to Bank London Branch provided by multiple MUFG Bank Head Office global business units.

NUMBER OF DIRECT REPORTS

2

MAIN PURPOSE OF THE ROLE 

Reporting into the Head of Project Governance, support the Head of IT Planning, Reporting & Administration team to:

Own and drive portfolio and project reporting e.g. through the creation of the monthly portfolio reporting pack from updates made by Portfolio and project managers in Planview; creation of minutes and MI tailored for the target audience. Oversee correct accounting practices for MUFG Bank projects and delivery of key year / month end deliverables. Engage with IT Planning, Reporting & Administration; Central PMO; EMEA Region Executive Reporting; and Bank Head Office GITD teams to ensure investment portfolios are managed and overseen in a consistent manner.  Key to this will be the usage / data quality of the “golden source” PPM toolset; as well as good working relationships with other centralised functions in Technology and Central PMO (e.g. Technology management team, Delivery Assurance, Portfolio Resource Management) Line manage 2 direct reports

KEY RESPONSIBILITIES

Own & Drive Portfolio & Project Reporting:

• Maintain the MUFG Bank London Branch Investment Committee Terms of Reference ensuring the standard agenda aligns to overall governance requirements by consulting with Central PMO who support the EMEA Delivery Forum (EDF) and own the Project Delivery Lifecycle (PDLC) standards.  Ensure there is an annual refresh; and interim updates maintained when key members move / join or when the scope of membership changes. 
• Define and maintain the annual calendar for MUFG Bank London Branch Investment Committee, ensuring dates are confirmed and invites issued to meet quorum requirements in the Terms of Reference.  Ensure the MUFG Bank London Branch Investment Committee dates are published & maintained on the central calendar.
• Work with the Head of Project Governance to define the agenda of each MUFG Bank London Branch Investment Committee forum aligning it to the Project Governance IT Planning, Reporting & Administration annual calendar, requirements from Bank Head Office (mainly GITD), EMEA region requirements (e.g. from EMEA Delivery Forum, EMEA Risk & Compliance teams, EMEA Finance SoX team), escalations, updates and decisions required from the Portfolio Committee’s under MUFG Bank London Branch Investment Committee governance and Central PMO on governance related requirements. 
• Draft the materials for each MUFG Bank London Branch Investment Committee.  Manage the collation of inputs from portfolio leads and other teams – challenge the submission if not meeting minimum standards for reporting.  Circulate and update the meeting materials with input from the IT Planning, Reporting & Administration management as well as the CIO.  Publish in a timely manner.  Produce auditable minutes of the meeting for record, ensuring all materials are saved / accessible for Controls & SoX purposes.
• Support the Head of Project Governance to input items of escalation from the MUFG Bank London Branch Investment Committee onto the EDF agenda quarterly (and for any interim EDF meetings).  This will include sharing any MUFG Bank London Branch investment project related risks/issues that need to be escalated.  Ensure the updates to the EDF meet reporting standards and are provided promptly.
• Work with Risk teams to deliver Risk Reporting into standing committees such as EORCC and ERMC.  Attend the Risk Appetite working group.  Review annually the EWI KRI’s which will need to be aligned against MUFG Bank London Branch investment portfolio controls in Open Pages.  Monthly reporting of Top Risks (using the Planview Risk and Issue Log) and EWI.
• Oversee the production cycle for the Joint Progress Meeting (JPM) meetings with GITD.  Review and improve report submissions; ensure explanation of KPI’s is clear and meets the expectations of Head Office.  Escalate to appropriate portfolio managers as well as the IT Planning, Reporting & Administration team when standards aren’t met. Engage in a pro-active role as the lead for JPM meeting operations and secretariat activities.
• Assess and identify areas for continuous improvement within the JPM process to ensure:
  • Improved quality of submissions
  • Efficiencies in production
• Establish and operate an enhanced structured bi-weekly health check for all MUFG Bank projects. Enabling a platform for portfolio leads to review progress and validate content of JPM reports prior to submission.
• Throughout annual planning process, use data published by CPMO, provide quality assurance role to ensure data is complete and accurate.
• Create reporting requirements to support Annual Planning Long and Short list inputs for Investco reporting.

Oversee Correct Accounting Practices for MUFG Bank Projects:

• Deliver compliant control and oversight of MUFG Bank London Branch investment project financials, including executive reporting & management of Bank monthly baseline via:​
  • Calculation of monthly manpower costs​
  • Manpower & non manpower actuals update & adjustment ​
  • Update Planview actuals & request re-forecast​
  • Point of escalation for all Bank investment​ related financial queries
  • Present at the quarterly EMEA Information Disclosure Forum

• Refresh, test and publish regular portfolio resource and financials reports, validating that it aligns to Finance“ golden source” of data with no data breaks. Where breaks are identified, publish communications to the technology team about when the fix will be delivered.
• Ensure and attest that all reporting is consistent to a single golden source such that reports can be reconciled and align to provide confidence to senior management in both EMEA and Head Office.
• Work with Finance to ensure that investment portfolio financial reporting is aligned with all relevant policies and is sustainable with changes in period / currency / entity.
• Hold project managers & line managers to account for accurate data being published, ensuring data isn’t just accepted but challenged and validated prior to reporting to senior stakeholders.
• Partner with and assist in general project data management e.g. sharepoint maintenance, data upload to Tokyo teams; network folder maintenance.
• Comfortable explaining complex financial requirements simply to all enquirers and collaborate within investment portfolio teams to provide pragmatic solutions to issues within accounting policy.
• Model and project run rates, cost to complete, capacity to ensure early identification of under/overspend.
• Investigate, explain and produce commentary of variances to budget and forecast (rate and volume). This includes presenting to senior management such as CIO, EMEA Delivery Forum and Portfolio Leads. The data should be generated in a way that can be viewed holistically as well as to a regional / entity specific level. The PPM data model should be secure so there is no data contamination across entities.
• Apply understanding of policy vs working practice implemented in Planview to explain for example, blended Vs actual rate discrepancies
• Linkage of project reporting (cash basis) to accounting view (capitalised). Engaging with Finance to be aware of different policies.
• Ensure both P&L and Balance Sheet reporting related to the portfolio is accurate and fit for purpose for Finance to use. Attend regular meetings with Finance to work on issues / integration of toolset, processes, data and structure of financial reporting. Presentation to senior Finance colleagues on PMO proposals for process / procedure change.
• Engage with Finance teams to ensure accurate recharge processes are managed. Identify improvements that can be implemented to reduce onerous manual processes currently in place.
• Under the supervision of the Head of Project Governance, prepare monthly investment status reports and present them to the Head of IPR and senior stakeholders. Investigate and explain variances against budget and forecast—both in terms of rate and volume—and report findings to senior management, including the CIO, EMEA Delivery Forum (EDF), and Portfolio Leads. Ensure that data is generated in a format that allows both holistic and region/entity-specific views. The PPM data model must be safeguarded to prevent any cross-entity data contamination.
• Using the data available from Planview (ie. EAC and go live data) generate the annual depreciation budget for MUFG Bank (EMEA) for submission to FPA.

WORK EXPERIENCE

Essential:

• Minimum 8 years proven track record in executive reporting and financial process delivery and oversight.
• Accounting experience in understanding project cost categorisation and impact to broader financial reporting of an entity
• Planview or similar PPM tool – prior experience as an end user; good understanding of the data model and extraction / manipulation of large data sets from Planview 
• Excel – advanced standard; knowledge of how to use excel formulae to create month end deliverables
• Oracle financials or equivalent toolset – experience in Payables module 
• Previous experience of Planview and Power BI or equivalent toolset 
• MS Office – expert knowledge of Powerpoint, Word, Visio 
• Sharepoint – intermediate knowledge 
• Waterfall project delivery lifecycle knowledge including: 
  • Knowledge of project management processes, including RAID log management, financials and resource management 
  • Experience of defining requirements / implementing the project management framework for others to adhere to (which itself is in line with policy), from initiation through to project closure / archive and championing adherence 
  • Experience of supporting working groups / steering committees and ensuring minutes are taken 
  • Management of project books and records throughout the lifetime of a project 
• Experience of budget management and structuring financials across a programme for streamlined and consistent update by the rest of the team 
• Experience in influencing others to adhere to project lifecycle and production of required documentation and owning the cadence thereof  

SKILLS AND EXPERIENCE

Functional / Technical Competencies:

Essential

• Financial – cost categorization (capital vs expense) 
• Project / Portfolio management including change control (of one of or a combination of scope, budget, plan, benefits change to baseline) 
• Project / Portfolio baseline control and management 
• Delivering projects / Portfolio from cradle to grave 
• Lessons learned / post implementation review delivery 
• Change Risk management 
• Portfolio management  
  • Creation / planning of a portfolio (annual planning) 
  • Delivery of a portfolio 
  • Reporting (including executive reporting) 
  • Risk and issue management 
  • Roadmap and critical path management 
  • Financial control / management 
  • Resource (demand and supply) management  
  • Structuring governance (including Terms of Reference definition & management) 

Education / Qualifications:

Preferred:

• Accounting qualification e.g. ACCA, ACA, CIMA
• Relevant qualifications/accreditations e.g. Prince2, PMI, Six Sigma, Agile or other

PERSONAL REQUIREMENTS

• A confident approach, with the ability to provide clear direction to your team
• The ability to lead a high performing team
• A strategic approach, with the ability to lead and motivate your team
• Excellent communication skills
• Results driven, with a strong sense of accountability
• A proactive, motivated approach.
• The ability to operate with urgency and prioritise work accordingly
• Strong decision making skills, the ability to demonstrate sound judgement
• A structured and logical approach to work
• Strong problem solving skills
• A creative and innovative approach to work
• Excellent interpersonal skills
• The ability to manage large workloads and tight deadlines
• Excellent attention to detail and accuracy
• A calm approach, with the ability to perform well in a pressurised environment
• Strong numerical skills
• Excellent Microsoft Office skills
• Excellent MS Project and MS Office skills & other project management tools

We are open to considering flexible working requests in line with organisational requirements.

MUFG is committed to embracing diversity and building an inclusive culture where all employees are valued, respected and their opinions count. We support the principles of equality, diversity and inclusion in recruitment and employment, and oppose all forms of discrimination on the grounds of age, sex, gender, sexual orientation, disability, pregnancy and maternity, race, gender reassignment, religion or belief and marriage or civil partnership.

We make our recruitment decisions in a non-discriminatory manner in accordance with our commitment to identifying the right skills for the right role and our obligations under the law.