Project Manager Sydney Christmas Major Events & Festivals. Contractors for which this position is responsible:

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1 POSITION DESCRIPTION 1. POSITION DETAILS Position Title: Division: Unit: Management Level: Project Manager Sydney Christmas Major Events & Festivals City Life Creative City Worker 2. ORGANISATIONAL RELATIONSHIPS Position Title of Supervisor: Associate Producer, Major Events & Festivals Titles of Positions which report to this position are: Nil Contractors for which this position is responsible: Contract staff as per approved event plan and budget as directed Sydney is a vibrant, cosmopolitan, global city with a diverse population featuring a rich history, internationally-recognized tourist attractions and an exciting calendar of events. The City of Sydney is the local government authority responsible for the city centre. With approximately 200,000 residents and 20,000 businesses, the local population swells to more than 1 million per day, with people commuting, doing business, shopping, playing, studying, or here to see the sights of Sydney The City of Sydney s Major Events & Festivals unit produces world-class, free events and installations which innovatively celebrate our city s diversity and creativity and which excite, inspire and engage with local and international audiences. 3. PRIMARY PURPOSE OF POSITION The Project Manager will be responsible for the successful planning, management and delivery of the Sydney Christmas Infrastructure and decorative program throughout the LGA. The Project Manager will be involved in the preparation of project briefs, design, tender and contract documentation; management of contractors, Title: Project Manager Sydney Christmas - Events Date: 1 March 2017 Page 1

2 consultants and authorities; administration of contracts, progress claims and variations; preparation and on-going management of project budgets, including cost analysis, cash flow maintenance and reporting; risk analysis, project finalisation and handover; and general project administration. 4. POSITION OBJECTIVES The major objectives to be achieved by the Project Manager - Major Events & Festivals are: Coordinate the delivery of the design and construction of the City s Christmas Tree and Decoration program Manage the delivery the Sydney Christmas decorative program elements in line with the City s overarching strategies including Sydney 2030, The City s Cultural Policy and the City s Retail Action Plan. Identify and mitigate risk in complex projects in terms of: the City s reputation, time, cost, quality, safety, latent conditions, and community consultation. Deal with a range of internal and external stakeholders with needs and project briefs. Coordinate all stakeholder and government agency approvals required to deliver the Sydney Christmas decorations program.. Coordinate the solving of complex contractual issues with regard to negotiations and claims. Manage and report on the the Sydney Christmas Infrastructure Initiation Brief, budget, Manufacturing RFP and any subsequent reports. Provide excellent planning and scheduling skills to manage project timelines and external contractors.. Ensure the Sydney Christmas program is delivered on time, within budget, safely and to quality expectations. To be held accountable for working conditions under the control of the position and for detecting any unsafe or unhealthy conditions or behaviour and to take immediate steps to investigate and rectify any risks to health, safety and welfare arising from any activity. To ensure that effective communication and good working relationships are established with relevant internal and external stakeholders. 5. POSITION ACCOUNTABILITIES Title: Project Manager Sydney Christmas - Events Date: 1 March 2017 Page 2

3 Prepare, obtain sign off and change manage construction and delivery briefs for the Sydney Christmas program. Identify and prepare Project Plans, manage key stakeholder relationships, facilitate decision making, manage expectations and delivery of outcomes including community consultation. Work closely and effectively with other units and divisions within the City including Major Events and Festivals, Corporate Partnerships, Venues, Planning, CITO, Operations and others as required. Forward plan to ensure successful delivery. In conjunction with the Executive Producer, Senior Program Manager and Business Manager, prepare consultant briefs, negotiate professional service agreements and establish and manage design process and consultant relationships for the program. Review design against predetermined limits of time, cost and quality, identify areas for change and implement to maximize project outcomes. Contribute to the preparation and coordination of tender documentation and process to achieve accurate and competitive pricing, including the establishment of tender assessment criteria and weighting to evaluate tenders where required. Complete orders with various suppliers for labour, materials and plan requirements in accordance with the City of Sydney s Contract Policy. Negotiate and administer contracts and document risks; evaluate progress claims, variation claims and extension of time claims. Investigate and manage compliance conditions with all relevant authorities to ensure no delays to projects Prepare and issue documentation for proactive and commitment project reviews, including cost reports, comprehensive status, construction, photographs and compliance issues. Assess project risks and prepare appropriate mitigation plans in collaboration with relevant parties for approval, including risk management plan, WHS and Environmental Management plans. Apply and uphold the project management process to the delivery of complex projects, particularly at project finalization and client handover. Manage self effectively and schedule tasks for others in the team as required. Positively contribute to an environment for team development by developing abilities and skills of team members and encouraging team participation. Title: Project Manager Sydney Christmas - Events Date: 1 March 2017 Page 3

4 Deliver a high standard of customer service through the provision of advice, consultation with and sharing of information with all levels of staff across all divisions of Council. External liaison will be at all levels within a range of public and private sector organizations, including substantial management of contractors, in obtaining support and approval of the nominated projects. Comply with and keep abreast of any relevant legislation applicable to the performance of the duties of this position. 6. WORK, HEALTH & SAFETY RESPONSIBILITIES Workers have an active role to play in the Safety Management System (SMS). Workers have the following responsibility, authority and accountability: Working safely so as not to put yourself or others at risk Stopping work in circumstances that are deemed an immediate risk to health and safety until a satisfactory solution is agreed/implemented Cooperating and complying with safe work method statements, policies and procedures and participating in their development Reporting all accident, incidents and hazards to your supervisor immediately and participating in accident/incident investigation and risk management activities Attending WHS training Complying with the requirements of the City s Return to Work program A full list of WHS responsibilities and accountabilities are available within the City s SMS document; Responsibility, Authority and Accountability (RAA) Matrix. 7. AUTHORITY TO ACT The incumbent has the authority to take any reasonable steps to ensure that the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations, corporate policies, procedures or safe work method statements. The Project Manager Sydney Christmas - Major Events & Festivals identifies action strategies and contacts in relation to enquiries and follows through to ensure completion of tasks. All personnel have the power to stop work in circumstances that are deemed an immediate risk to health and safety until a satisfactory resolution is agreed / implemented. Such circumstances may include life threatening situations or those that could result in loss of limb or other significant lost time injury. Title: Project Manager Sydney Christmas - Events Date: 1 March 2017 Page 4

5 8. SELECTION CRITERIA Essential Criteria Tertiary qualifications at degree level in a relevant discipline of Project or Event Management, Engineering, Architecture, or an equivalent discipline. Ability to plan, lead, organise and control projects. Self-starter with high levels of motivation, initiative, discipline and personal accountability. Proven ability to lead negotiations on complex and sensitive issues and mediate disputes. Ability to cope with a changing, dynamic events environment. High level interpersonal skills and demonstrated commitment to work as part of a team. Experience and a track record in managing consultants and contractors. Demonstrated experience in managing large projects through all stages of the design and project management process. Considerable experience in assessing, negotiating and administering professional service agreements, including resolution of conflicts. Accuracy, attention to detail and ability to work under pressure to achieve strict deadlines while balancing competing demands. Demonstrated ability to reason conceptually, manage large projects and associated risks, and implement project management disciplines. Experience in dealing with authorities and demonstrated understanding of the impact of authorities to cost and delays on projects. Demonstrated commitment to Equal Employment Opportunity, Work Health and Safety and Cultural Diversity principles. Title: Project Manager Sydney Christmas - Events Date: 1 March 2017 Page 5