office software
The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.
digital
Project support officers provide different types of services for the successful execution of a project as part of a horizontal project management office. They offer administrative support, assistance and training to project managers and other staff members, manage the project’s documentation and assist the project manager with project scheduling, resource planning, coordination and reporting. Project support officers are responsible for quality assurance activities and for monitoring the adherence to methodology guidelines and other organisational standards. They also offer advice on project management tools and related administrative services.
Competences and skills
40 ESCO relationsEssential knowledge 5 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
0 competencesNo competences in this bucket.
Cross-sector
5 competencesproject configuration management
The process for the effective management of the key project artefacts and deliverables, ensuring that the correct versions are delivered to the project requestor and allowing project managers to identify the latest state of project artefacts and be able to gather all sources, documents, and other information for the project, prevent unauthorised changes, guarantee artefacts traceability and return to previous versions. It comprises the identification of project configuration items (CIs), their attributes and status codes, the establishment of baselines, the definition of roles and responsibilities for authorised changes to CIs, and the maintenance and control of a project repository.
project management methodology (PM²)
An open project management methodology developed and endorsed by the European Commission and used by the majority of the European Institutions as well as by public and private organizations and institutions in the EU Member States, which aims to enable project managers to deliver solutions and benefits to their organizations through the effective management of project work. PM² incorporates elements from a wide range of globally accepted project management best practices, described in standards and methodologies, as well as operational experience, primarily from the European Institutions.
project management principles
Different elements and phases of project management.
- Scope note
- The different phases of project management include the development of the overall planning, planning of resources for projects, implementation, execution, performance control, project end and the evaluation of outcome.
quality assurance methodologies
Quality assurance principles, standard requirements, and the set of processes and activities used for measuring, controlling and ensuring the quality of products and processes.
Essential skills and competences 18 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
3 competencescreate a financial report
Finalise project accounting. Prepare an actual budget, compare the discrepancy between the planned and actual budget, and draw final conclusions.
manage administrative systems
Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.
manage project information
Provide accurate and relevant information to all the parties involved in a project on time.
Cross-sector
15 competencescarry out project activities
Carry out project activities based on the project work plan and schedule. Assist in the development and execution of project plans.
document project progress
Record the project planning and development, the work steps, the required resources and the final results in order to present and keep track of the realised and ongoing projects.
draft project documentation
Prepare project documentation such as project charters, work plans, project handbooks, progress reports, deliverables and stakeholder matrices.
ensure compliance with legal requirements
Guarantee compliance with established and applicable standards and legal requirements such as specifications, policies, standards or law for the goal that organisations aspire to achieve in their efforts.
estimate duration of work
Produce accurate calculations on time necessary to fulfil future technical tasks based on past and present information and observations or plan the estimated duration of individual tasks in a given project.
follow company standards
Lead and manage according to the organisation's code of conduct.
introduce new employees
Give new employees a tour in the company, introduce them to the colleagues, explain them the corporate culture, routines and working methods and get them settled in their working place.
liaise with managers
Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
maintain a central project repository
Store project files and documents in a central repository accessible to the project manager and to all the project teams. Use available online tools and dedicated software.
digital
monitor the conformance to the project methodology
Evaluate the activities carried out in the execution of a project (from initiating to closing) in order to ensure the compliance with a given methodology which aims to ensure that projects are run effectively within the defined constraints. It can be supported by the usage of a standard quality assurance checklists customized for the use of the specific organization.
organise project meetings
Organise project meetings such as the project kick-off meeting and the project review meeting. Plan the meeting agenda, set up conference calls, address any logistical needs and prepare documentation or hand-outs needed for the meeting. Ensure the participation of the project team, the project client and other relevant stakeholders. Draft and circulate the meeting minutes.
perform risk analysis
Identify and assess factors that may jeopardise the success of a project or threaten the organisation's functioning. Implement procedures to avoid or minimise their impact.
provide cost benefit analysis reports
Prepare, compile and communicate reports with broken down cost analysis on the proposal and budget plans of the company. Analyse the financial or social costs and benefits of a project or investment in advance over a given period of time.
train employees
Lead and guide employees through a process in which they are taught the necessary skills for the perspective job. Organise activities aimed at introducing the work and systems or improving the performance of individuals and groups in organisational settings.
use ICT ticketing system
Utilise a specialised system to track registration, processing and resolution of issues in an organisation by assigning each of these issues a ticket, registering inputs from involved persons, tracking changes and displaying the status of the ticket, until it is completed.
digital
Optional knowledge 4 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
3 competencesAgile project management
The agile project management approach is a methodology for planning, managing and overseeing of ICT resources in order to meet specific goals and using project management ICT tools.
digital
lean project management
The lean project management approach is a methodology for planning, managing and overseeing of ICT resources in order to meet specific goals and using project management ICT tools.
digital
Prince2 project management
The PRINCE2 management approach is a methodology for planning, managing and overseeing of ICT resources in order to meet specific goals and using project management ICT tools.
digital
Cross-sector
1 competencequality standards
The national and international requirements, specifications and guidelines to ensure that products, services and processes are of good quality and fit for purpose.
Optional skills and competences 13 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
2 competencesmanage standard enterprise resource planning system
Collect, manage and interpret data relevant for companies related to shipping, payment, inventory, resources and manufacturing using specific business management software. Such software as Microsoft Dynamics, SAP ERP, Oracle ERP.
digital
organise information on availability of the team
Take note of unavailability and confirmed availability of members of the artistic and technical teams. Take note of constraints.
Cross-sector
11 competencesconduct quality control analysis
Conduct inspections and tests of services, processes, or products to evaluate quality.
customise project methodologies
Adapt a predefined project management methodology to the specific needs, size and type of a project and tailor the methodology to organisational needs, culture, processes and policies. Adjust specific parts of the methodology to reflect management needs such as process steps, the content of artefacts, the distribution of responsibilities amongst the various roles, the definition of decision thresholds for escalation and the risk tolerance.
ensure equipment availability
Ensure that the necessary equipment is provided, ready and available for use before start of procedures.
maintain financial records
Keep track of and finalise all formal documents representing the financial transactions of a business or project.
maintain internal communication systems
Maintain an effective internal communication system among employees and department managers.
manage budgets
Plan, monitor, report on the budget and prepare set production budgets.
manage project changes
Manage requested or identified changes to the original project planning, assess the need to implement the changes and communicate them to the different project stakeholders. Update the relevant project documentation.
manage project metrics
Gather, report, analyse and create key metrics for a project to help measure its success.
manage relationships with stakeholders
Create and maintain solid internal and external relations with stakeholders at operational level based on mutual trust and credibility in order to achieve organisational goals. Ensure organisational strategies incorporate strong stakeholder management and identify and prioritise strategic stakeholder relationships.
perform PESTEL analysis
Analyse political, economic, social, technological, environmental and legal factors to identify the external aspects that influence an organisation, and therefore, could have an impact on the objectives, planning or execution of projects.
perform project management
Manage and plan various resources, such as human resources, budget, deadline, results, and quality necessary for a specific project, and monitor the project's progress in order to achieve a specific goal within a set time and budget.
research