Job description

The Analyst – Resource Planning and Scheduling of Projects provides essential support to the Project Management Office (PMO) and project delivery teams by managing and analysing resource allocation, capacity utilization, and project scheduling. This role ensures optimal distribution of human resources, accurate planning of workload across projects, and timely updates of schedule data. The Analyst supports project managers by integrating scheduling and resource planning processes to improve decision-making, forecasting accuracy, and operational efficiency

Schedule Development
- Assist in developing and maintaining detailed project schedules using standardized tools 
- Input baseline schedules, update progress, and incorporate changes approved through formal change control       processes.  
- Support the integration of project milestones across multiple teams or sub-projects.  
- Coordinate with Project Managers to ensure schedules reflect realistic timelines and resource availability.  
Resource Planning
- Assist in preparing and maintaining resource demand and capacity plans across all active and upcoming projects.  
- Track resource assignments, utilization rates, and availability.  
- Gather input from functional leads and project managers to update and validate resource forecasts.  
- Identify potential resource bottlenecks or underutilization and escalate for resolution.  
- Maintain up-to-date resource allocation data in designated systems or spreadsheets.  
 

Schedule Monitoring and Control
- Track project progress against the baseline plan and update actuals regularly.  
- Identify delays, critical path changes, and potential risks to timelines.  
- Prepare schedule variance analysis reports for escalation to the project management team.  
- Maintain records of updated schedules, version histories, and relevant approvals.  

Planning and Forecasting
- Support the preparation and maintenance of project forecasts (time, cost, and resources).  
- Coordinate with resource managers to track availability and assignment across projects.  
- Identify scheduling conflicts and resource bottlenecks and escalate them for resolution.  
- Assist in preparing “what-if” scenarios to support decision-making.  
 

Project Manager (PM) and PMO Support
- Assist PMs in preparing project timelines, progress slides, and look-ahead schedules.  
- Support planning workshops, milestone reviews, and rescheduling sessions.  
- Help maintain project registers related to dependencies, milestones, and deliverables.  
- Track agreed actions and ensure timely follow-up with task owners.  
 

Reporting
- Maintain dashboards and periodic reports on resource utilization, schedule adherence, and capacity trends.  
- Consolidate updates from Project Managers for management reporting.  
- Highlight resource risks, scheduling conflicts, and forecast gaps.  
- Ensure accurate data entry and timely updates in PMO tools to maintain data integrity.  
- Support management review sessions by providing data insights and visual summaries.  

Tools and Data Management
- Maintain schedule data within project management tools (e.g., Primavera, MS Project, Clarity, or Jira).  
- Support data validation, accuracy checks, and updates within tools.  
- Generate standard and ad-hoc reports for PMs, PMO, and other stakeholders.  
- Provide first-level tool support and guidance to project users.  

Knowledge Skills and Experience:

Knowledge:

• Strong understanding of resource capacity planning, workload management, and project scheduling principles.  
• Familiarity with project management methodologies (e.g., PMI, PRINCE2).  
  Knowledge of dependency management, resource forecasting, and productivity metrics.  
• Understanding of integrated project controls (time, resource, and cost).  
• Awareness of PMO governance frameworks and reporting standards.  
  

Skills:

1. Analytical Skills
- Resource and capacity analytics: Monitoring utilization, forecasting demand, and highlighting variances.  
- Scheduling analysis: Identifying critical paths, slack time, and resource conflicts.  
- Data accuracy: Ensuring consistency between scheduling data and resource plans.  
- Trend identification: Spotting workload imbalances or over-allocation trends.  
- Problem resolution: Recommending corrective actions to improve resource alignment or timeline adherence.  
 

2. Collaboration Skills
- Effective communication: Liaising with project and resource managers to gather updates.  
- Issue escalation: Proactively flagging capacity or scheduling risks to leadership.  
- Cross-functional coordination: Balancing resources across multiple concurrent projects.  
- Professional engagement: Managing reminders, updates, and change requests tactfully.  
- Adaptability: Responding efficiently to shifting priorities or new project demands.  
3. Documentation and Tool Skills
- Resource plan maintenance: Keeping all resource and schedule documents organized and version-controlled.  
- Reporting skills: Creating clear and meaningful charts, tables, and dashboards.  
- Tool proficiency: Experience using resource management and scheduling software (e.g., MS Project, Primavera, Clarity, Power BI, Excel).  
- Documentation control: Ensuring timely updates and proper archiving for audit readiness.  
- MS Office suite proficiency for documentation and visualization.
 

• Minimum Bachelor’s degree in Engineering, Information Technology, Business Administration, or a related field.

  
  

• 3–5 years of experience in resource management, project scheduling, or project control functions.

  
  

• Hands-on experience with project management or scheduling tools (e.g., MS Project, Primavera P6, Clarity, or similar).

  
  

• Preferred experience in PMO or multi-project environments.  

  
  

• Professional certifications such as PRINCE2, PMP, or similar will be an advantage.

  
  

• Experience in IT, engineering, or energy sector projects is preferred.  Minimum Bachelor’s degree in Information Technology, Computer Science or a related field. A Master's degree is preferred.