Analyst - Resource Planning & Scheduling

Role Overview

Analyst – Resource Planning & Scheduling at Bapco Energies. This role provides essential support to the Project Management Office (PMO) and project delivery teams.

Role Purpose

The Analyst manages and analyses resource allocation, capacity utilization, and project scheduling to ensure optimal distribution of human resources, accurate planning of workload across projects, and timely updates of schedule data. The role integrates scheduling and resource planning processes to improve decision-making, forecasting accuracy, and operational efficiency.

Key Responsibilities

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 covering 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 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 such as 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.

Qualifications & Experience

• 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 such as MS Project, Primavera P6, Clarity, or similar.
• Experience in IT, engineering, or energy sector projects is preferred.
• Preferred experience in PMO or multi-project environments.
• Professional certifications such as PRINCE2, PMP, or similar are an advantage.

Skills & Competencies

Analytical Skills

• Monitor resource utilization, forecast demand, and highlight variances in resource and capacity analytics.
• Identify critical paths, slack time, and resource conflicts through scheduling analysis.
• Ensure consistency between scheduling data and resource plans through data accuracy.
• Spot workload imbalances or over-allocation trends through trend identification.
• Recommend corrective actions to improve resource alignment or timeline adherence for problem resolution.

Collaboration Skills

• Liaise with project and resource managers to gather updates through effective communication.
• Proactively flag capacity or scheduling risks to leadership through issue escalation.
• Balance resources across multiple concurrent projects through cross-functional coordination.
• Manage reminders, updates, and change requests tactfully through professional engagement.
• Respond efficiently to shifting priorities or new project demands through adaptability.

Documentation and Tool Skills

• Keep all resource and schedule documents organized and version-controlled through resource plan maintenance.
• Create clear and meaningful charts, tables, and dashboards through reporting skills.
• Demonstrate proficiency with resource management and scheduling software such as MS Project, Primavera, Clarity, Power BI, and Excel.
• Ensure timely updates and proper archiving for audit readiness through documentation control.
• Maintain MS Office suite proficiency for documentation and visualization.

Knowledge Areas

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