New Zealand Dairy Industry Awards Trust

Transcription

1 New Zealand Dairy Industry Awards Trust Duties and Responsibilities Position: General Manager. Reports to: New Zealand Dairy Industry Awards Executive Chairperson. Direct Reports: National Administration Manager, National Administration Support, Finance Manager, Media Advisor, Website & IT contractor, Sponsorship Manager. New Zealand Dairy Industry Awards Trust is a not-for-profit Trust whose purpose is the managing and co-ordination of the competition and awards events that celebrate the best in the New Zealand Dairy Industry. This means that every staff member must be willing to assist the team by doing whatever is necessary at the time. This will include tasks that are outside the normal scope of your role. The fundamental principle is that events cannot be delayed, and must be delivered to the best possible standard and that the volunteers that support and enable the success of the program are fully supported. New Zealand Dairy Industries Awards Trust Strategic Goals Provide opportunity for each stakeholder to learn, connect and grow through their involvement with the Awards programme (stakeholders being entrants, volunteers, sponsors, contractors). Build capability and leadership within the New Zealand dairy sector. Recognise and acknowledge excellence in the New Zealand Dairy Industry through the Share Farmer, Dairy Manager, Dairy Trainee programmes and Responsible Dairying Award. Recognise and acknowledge outstanding contributions to the New Zealand Dairy Industry. Raise the profile of the New Zealand Dairy Industry Awards sponsors and the industry as a whole. Key Purpose of Role To manage and lead the team developing, marketing, planning and delivering events, whilst taking a leadership position on core established events. To maintain and strengthen relationships with sponsors, industry partners and other stakeholders. To provide professional support to the Chairperson and members of the Awards Executive and to carry out the day to day business of the awards. Key Relationships Establish effective relationships with:- New Zealand Dairy Industry Awards Executive Chairperson New Zealand Dairy Industry Awards Executive team Sponsors and Industry Partners Regional Managers and Committees National Administration Manager National Administration Support Finance Manager Sponsorship Manager Media Advisor and other external providers Volunteers Organisational Structure The structure of the NZDIA is a Trust Board and an elected Executive Team with a number of sub-committees within the Executive to co-ordinate their contribution to the program. Volunteer regional teams manage the regional delivery of events, with national support. The contracted team, led by the GM, is the hub of delivery for the organisation supporting regional teams and implementing decisions from the Executive Team.

2 NEW ZEALAND DAIRY INDUSTRY AWARDS STRUCTURE 2016 Trust Executive Regional Vice Chair Disputes Chairman Senior Team Intermediate Team Junior Team Field Days National Sponsors & Industry Partner Primary ITO General Manager Management Team Sponsorship Manager National Mgmt Support Awards Program Developer Media Advisor Treasurer Regional Manager Senior Team Leader Intermediate Team Leader Regional Committee Junior Team Leader Sponsorship Events Manager Media Treasurer Secretary Delegated Authority Financial Financial delegation of invoices up to $10, GST as delegated by the New Zealand Dairy Industry Awards Executive. Negotiation for goods and services required as prescribed in an approved annual budget. Organise and partially authorise approved payments for goods and services incurred by the New Zealand Dairy Industry Awards. Authorisation of payments is the responsibility of the General Manager, Finance Manager or the Chairperson of the New Zealand Dairy Industry Awards Executive. Requires two joint Signatures. Signatory on behalf of the Trust for Bank accounts Authority to enter into contracts within approved budget Staffing If deemed necessary by the New Zealand Dairy Industry Awards Executive employ support staff on independent contracts to carry out specific duties as directed and approved by the New Zealand Dairy Industry Awards Executive. For Direct Reports, engage and discipline in consultation with the Executive Chairperson. Dismissals only in conjunction with the Executive Chairperson. Principal Accountability and Responsibilities Note that this list is not exhaustive, and after consultation between the parties, other responsibilities and projects may be taken on by the General Manager or their appointed support staff.

3 1. Administrative and Executive Support a) Act on behalf of the Chairperson of the New Zealand Dairy Industry Awards Executive, as the event s overall administrative manager. b) Implement the policies and decisions determined by the New Zealand Dairy Industry Awards Executive. c) To ensure the chairperson of the New Zealand Dairy Industry Awards Executive is informed of any issues as they arise, on a no surprises basis. d) Organise and attend all New Zealand Dairy Industry Awards Executive meetings whether by conference call or face to face. Including booking of venues, travel and accommodation. 1. Report on progress on the business plan. 2. Ensure minutes are taken of all meetings. 3. Ensure minutes are circulated to New Zealand Dairy Industry Awards Executive members within 7 days of any meeting. 4. Ensure all delegated actions are undertaken in a timely manner. e) Assist the Chairperson of the New Zealand Dairy Industry Awards Executive in the preparation of the annual report. f) Work with the Chairperson to design and run the operational and strategic planning events held in February and June. g) Organise and co-ordinate any other meetings that may be required for the NZ Dairy Industry Awards. h) Oversee that the New Zealand Dairy Industry Awards website is maintained and updated on a regular basis. i) To develop, implement and maintain systems to monitor performance of key deliverables. 2. Events Planning, Delivery and Review Working collaboratively with the Executive, Regional committees and contractors a) Oversee Marketing and Communication planning for all events and the organisation. b) Manage risk for events. c) Ensure Health and Safety Plans are in place for each event where required. d) Coordinate public relations duties which include: script writing, assisting with speech notes, artwork and all other things necessary or instructed from time to time. e) Lead event delivery staff f) Resolve issues that arise for regional teams, including sponsorship issues. g) Manage and resolve customer complaints during events, should they arise. h) Develop strategies to strengthen existing events Act in accordance with the directions and policies of the New Zealand Dairy Industry Awards Executive. NZDIA Executive Chairperson is informed of risks in a timely manner. Executive meetings minutes are shared and actioned (those delegated) in a timely manner. Annual report is compiled and distributed. Operational and Strategic planning is run annually and progress reports are provided to the Executive. Website is maintained and up to date. Appropriate systems are in place to efficiently run the business of NZDIA and the awards program. Critical path plans for Events and competitions are detailed, realistic and effective at preparing for events. Events planning accommodates requirements for all those involved in the event delivery. Planning encompasses financial measures and ensures the financial viability of events is considered. Risks are identified, with the aim to eliminate, minimise or reduce all risks. Events run according to plan. Customer satisfaction received rating of Very Good or higher. No compliance failures. Management Support for Events contractors and Volunteers. Debriefs are timely and feedback is useful and available for future events and the annual review process.

4 i) Manage Post-Event debriefs, forums and financial reports. j) Ensure surveys are completed for key stakeholder groups for major events. k) Oversee website and other online tools for events. l) Coordinate the organisation and coordination of the printing and distribution of material for the events, entry forms, promotional flyers, tickets and programmes etc. m) Oversee to ensure all information relating to the awards is updated at least annually, in particular The Guide n) Organise and co-ordinate any additional events that may be required for the NZ Dairy Industry Awards. Event support manuals and other documentation is updated. 3. Regions o) Mentor and liaise regularly with regional managers via conference calls, individual phone contact and . p) Keeping regions informed regularly on progress of the competition. q) Attend each of the Regional Awards nights. r) Organise and coordinate the Dairy Conference in September each year. s) Answer any queries or concerns in a timely manner. t) Pass on information or decisions made by the New Zealand Dairy Industry Awards Executive. u) Help with the co-ordination of Regional Awards nights, by co-ordinating the Audio/Visual display and MC. v) Purchase winners jackets for each category and region and ensure they are embroidered with the relevant logos and title. w) Prepare a travel itinerary for yourself and the MC and make all relevant bookings for travel and accommodation. x) Gather and collate all relevant information from each region for inclusion in, dinner tickets, programmes and scripts. y) Assist DairyNZ and regions with Regional Field days where required. Regions feedback is that they are well supported in the delivery of the regional awards events. Regions are informed as changes occur that impact them and that other communications are proactive and regular in relation to progress of the competition and other events. Dairy conference is managed efficiently with preset objectives for the conference met. Regional Field days support is provided as required.

5 4. National Awards Events a) Manage end to end the National Awards Ceremony and any additional events (typically will include functions for finalists and guests that span 3-4 days). b) Agree invitation list with the Executive team and Trust. c) Manage event logistics including venue, MC, travel, catering etc. d) To book the national awards evening venue, confirm and co-ordinate the involvement of all participants. e) Coordinate all aspects of the Gala dinner including catering, decoration, audio visual, MC, ticket sales, pre-dinner drinks, scripting etc. f) Ensure all certificates and prizes are collated ready for presentation, including calligraphy. g) Ensure all trophies are engraved. h) Liaise with hotel and venue staff and management to ensure the smooth running of all events associated with the National awards ceremony. 5. Media a) To communicate with the provider of media services a programme of media exposure and initiatives to raise the profile of the New Zealand Dairy Industry Awards. b) Proof read and approve, all material relating to the awards that is under our control to ensure accuracy, relevance and in particular the inclusion of the names of the National sponsors. c) The material under the awards control relates to that from a national level to material from all of the regional committees. d) Ensure media coverage of regional competitions through regular press releases. e) Send all media releases to sponsors for sign off. f) Collate annually a sample of media exposure the awards have received. g) Field media enquiry and direct the enquiry to the relevant spokesman for the awards. In most cases this will be the chairperson of the New Zealand Dairy Industry Awards Executive. h) Ensure adequate communication between the Media provider and sponsors. i) Ensure the awards (including regional awards where appropriate) has a high profile in the media. As per Events planning, delivery and review. Sponsors are adequately and appropriately represented in the media. Direct contact with Media and Sponsors is managed appropriately. Media enquiries are actioned appropriately and referred to the Executive Chairperson or other relevant spokesperson for comment. National and Regional media is appropriately approved and accurate (where in our control). Media raises the profile of the awards program both National and Regional.

6 6. National Judging Manage end to end. a) Co-ordinate times and dates for the National judging rounds and liaise with finalists. b) Co-ordinate and supply designated National judges with finalist information and other relevant information they will require to complete the judging process. c) Prepare a travel itinerary for the National Judges of the Awards. d) Book all travel and accommodation for the National Judging teams. e) Liaise regularly with the National judges during their travels around the country and rectify any problems that may arise. f) Organise suitable venues for the finals interview process of the awards held during the day of the National Awards dinner. g) Co-ordinate the travel and accommodation of any other people that join the judging process during the interview section. 7. Sponsorship & Industry Partners Relationship Management a) Shared responsibility for Sponsors and Industry Partners for NZDIA Trust with the Executive Chairman, Sponsorship Exec and Sponsorship Manager. b) Develop strategies in partnership with the Executive and Sponsorship Manager for securing, retaining and growing key sponsorship relationships then ensure these are implemented. c) Foster beneficial and effective business relationships with all sponsors so that the experience is positive for them. d) Lead the event delivery staff in a commitment to excellent customer service to our valued Industry Partners and Sponsors. e) Communicate with sponsors regularly to ensure any problems or questions they have are dealt with in a timely manner and they are fully informed in relation to the events calendar. f) Ensure that both parties meet the obligations set out in the sponsorship contracts. Particularly around exclusivity clauses. g) The National judging rounds operate smoothly with the volunteer judges and finalists being supported:- With the information they need when they need it. Logistics managed cost effectively and efficiently.. Key sponsors are retained. Database of sponsors and key NZDIA contact identifiable at all times. Sponsor and Industry Partner objectives and ideals align with the organisations and differences, if any, are resolved with a positive outcome for all. Sponsors feel they are gaining value from their investment and all objectives are being achieved. Potential sponsorship opportunities are identified when appropriate. Those with delegated sponsorship management are effective and manage to provide good value from sponsorship relationship over all costs. Sponsorship contracts are negotiated with a winwin outcome for all parties.

7 8. Budgeting and Financial Management a) In conjunction with the Finance Manager develop a budget each year for sign off by the New Zealand Dairy Industry Awards Executive and the New Zealand Dairy Industry Awards Trust. b) Negotiate rates for goods and services required for all aspects of the awards to ensure value for money and with due consideration of the approved budget. c) Work closely with the Finance Manager to ensure all accounts are paid on time and invoices, receipts and other financial records are kept on file for 7 years. d) Submit invoices and expenses for payment as required. e) Monitor the approved budget on a monthly basis to track the performance of actual versus budget. f) Organise and authorise approved payments for goods and services incurred by the New Zealand Dairy Industry Awards. g) The Contractor must obtain Authorisation of payments from the Finance Manager or the New Zealand Dairy Industry Awards Chairperson. h) Invoice sponsors as per their contracts and monitor the prompt payment of said invoices. i) Maintain an accurate database of all financial transactions in conjunction with the New Zealand Dairy Industry Awards Finance Manager. 9. Contracted Management Team & Support Budgets are challenging, accurate and achieved. Returns are maximised and costs minimised with all events. Funds from sponsors are obtained in a timely manner. Use equal measures to evaluate budget against actual expenditure from previous year. Provide written reports on all proposed over budget expenditure to the Executive Chairperson before commitment. a) Key Liaison between contracted Management team and Executive and Regional Managers. b) Lead the Management team on the Strategic Plan and operational development projects. c) Manage contractor s performance and duties. 1. Set performance objectives and monitor performance. 2. Utilise regular one-on-ones to address any immediate performance concerns. 3. Conduct a more formal annual review with a mid-year (six monthly) check-in on performance to performance goals set with contracted Management team members. d) Manage disciplinary and or non-performance meetings where necessary in conjunction with the Executive Chairperson. e) Ensure all contractors in direct reporting line are engaged as one team, regardless of working location. Management team support levels are monitored and are appropriate for the workload. Management team are competent to perform their roles and have the support they need to perform to expectations. Management team communication is effective. Management team are supported under pressure. Management team are motivated to perform and drive their own personal professional development. Disciplinary and or non-performance matters are dealt with appropriately and with sensitivity for appropriate HR procedures. All Management team members feel part of a team, with support structure and colleagues to relate to.

8 PERSON SPECIFICATIONS 1. Knowledge, Skills and Experience Required: Experience managing multiple stakeholders. Experience in planning, managing, and prioritising multiple and competing tasks and projects to meet deadlines and produce quality results. Qualifications or extensive experience in event management. Experience in feasibility and delivery of major national events. Strong financial management skills. Experience working with groups of volunteers. Experience in managing business processes, including project and risk management. Effective facilitator. Contract negotiation. Strong analytical and problem solving skills. Strong understanding of event funding and commercial partnering of events in NZ. 2. Key Competencies and Behaviours Required: Display the highest levels of integrity and commitment. Strong leadership skills. Comfortable to easily move between quality strategic thinking and operational delivery. Demonstrates strong analytical and problem solving capability. Strong relationship builder across many differing stakeholders and partners. Strongly skilled in verbal and written communication. Professional. Self-confidence. Ability to work under pressure. 3. Desirable but not essential: Interest or participation in the Dairy Industry. 4. Key notes: a. Given the nature of the Awards program, this role will be required at times to work out of normal business hours including evenings and weekends. b. This role will require domestic travel.