Position. Division. Group. Services. Location. Wellington. Reports to. Date. Ministry. and consular services. innovation. Reporting.

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1 Position Description Position Title Division Group Location Reports to Last Review Date Ministry Division Position Technical Project Manager Information Management Division (IMD) Services Wellington Service Delivery Manager November 2015 The Ministry of Foreign Affairs and Trade works to make New Zealand's voice heard overseas and contributes directly to thee security and well- and to being of all New Zealanders. Our vision is to givee New Zealand an edge internationally. Our mission is to create the conditions for New Zealand to thrive make its mark as a global citizen by: Being in the right places at the right time to actively drive new opportunities for New Zealand as well as to manage threats Building connections at home and internationally that enable us to achieve more than we could alone Taking a distinctively New Zealand approach, a reflecting our diversity and heritage of integrity in foreign affairs Maintaining thee highest standards off professional excellence in diplomacy, trade negotiations, international development and consular services Our values are professionalism, leadership, respect,, collaboration and innovation. The Information Management Division is responsible for the provision of global cost effective and reliable technology systems, solutions and support, and the management and oversight of records and archives, with programmes too enable staff to better access and share information and knowledge across the Ministry s global network. Reporting the Service Delivery Manager, this full time postion provides technical project management expertise within IMD. It is responsible for all aspects of project management ass well as leadership in investigating and resolving technical problems in IMD projects and operations. Primarily this role is responsible for managing IMD s hardware refresh programs, small technical projectss and providing assistance with building/chancery moves.

2 Relationships Key accountabilities The position is required to build and maintain the following relationships: Internal (within MFAT) Information Management Division staff and managers Services Group staff and Managers Security Division (Technical and Policy staff) Divisional Managers and Post Head of Mission (HOM or HOP) Strategic Procurement Manager All user groups within the Ministry. External (outside MFAT) Service Delivery Partners (Vendors, other service providers such as outsourced IT Managed Service (ITMS) providers, suppliers Consultants NZInc partners Other government agencies including GCIO, NZ Police, GCSB, DPMC, CASS. The following key accountabilities of this role assist in delivering the Ministry s vision and mission. Project Management Undertake project management activities that are informed by business and IMD strategy ; : Feasibility studies Preparation of technology recommendations Analysis and preparation of requirements and specifications Preparation of technology and business cases Preparation of tender specifications Evaluation of proposals and recommendation of solutions and suppliers Development of detailed project plans Installation planning User involvement Acceptance testing (functional, performance and reliability) Design and development of documentation Development and/or delivery of training Weekly reporting on work undertaken On delegation by the Service Delivery Manager be responsible as Project Manager for: The Terms of Reference and management of assigned projects Formal reporting of project progress against an agreed plan, timetable and budget Managing and leading project staff (including contractors) and a weekly record of project hours The acceptance and hand over of the deliverables of the project(s)

3 Define and document project standards for technical tasks instruct project staff in their implementation and quality assure their use. Prepare and document plans of investigations and technical evaluations. Prepare and present technical reports to advisory groups, project steering groups and IT and Ministry management in businessfriendly and user-friendly language Define and document procedures for system development, integration and testing, conversions and implementations including documenting requirements, designs, builds, test procedures and test results instruct IMD staff, mentoring and coaching administrators and 2 nd tier support staff Lead, coordinate and/or participate in project teams investigating major issues, undertaking feasibility studies and/or technology reviews. Take responsibility for and manage specific vendor relationships and contracts, including technical consultancies. In consultation with the Service Delivery Manager, lead tasks supporting the on-going IT requirements of the Ministry. Undertake personal development and training to keep abreast of developments in IT technology, particularly in specific areas of expertise. Develop and maintain industry contacts and a proactive relationship with clients within the Ministry, external suppliers and other organisations. Relationship Management Develop and influence a clear map of relationships with decisionmakers, policy-makers and thinkers that advance the division s objectives through pro-active and personable interactions, effectively building rapport, and the application of influencing skills Develop and maintain relationships with key internal and external stakeholders in order to advance the division s objectives and create longstanding positive partnerships through pro-active and personable interactions, effectively building rapport, and the application of influencing skills Establish, manage and maintain positive relationships with vendors, other suppliers and key clients to create longstanding positive partnerships through pro-active and personable interactions, effectively building rapport, and the application of influencing skills Organisational Responsibilities Understands and is informed by business and IMD strategy and is able to use this to contribute to IMD s portfolio of programs, projects and applications. Demonstrate and lead alignment with the organisation s values, goals, policies and procedures Understand and apply the strategic context in which the Ministry

4 operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders Actively input into and support the Ministry s strategic priorities an high-level outcomes framework Contribute to the preparation and reporting requirements of the Ministry s accountability documents Foster strong working relationships across the Ministry Contribute to Ministry-wide projects and emergency response situations Apply tikanga and Treaty of Waitangi principles, ensuring staff also have a good understanding and are able to apply the Ministry Māori dimension in a way that is relevant to the context of our business and underpinned by Ministry values Actively lead and promote Ministry health and safety policies and procedures All other duties as requested by the employer Knowledge Management Contribute to the continuous development of the Ministry s knowledge base by using the Ministry s internal systems, sharing information and data with relevant internal stakeholders Qualifications, skills, knowledge and experience You must have the following qualifications, skills and experience: A relevant tertiary qualification is required PMI, PRiSM or Prince II Accreditation or equivalent Project Management certification essential At least 3 years in a Technical Project Management role, Understanding & previous use of agile software development methodologies such as Scrum, Waterfall or RAD is advantageous Proven project management experience, including involvement with large complex projects and/or multiple projects with full accountability. Proven experience across the whole implementation life cycle of and implementation of projects from feasibility studies to postimplementation reviews, including development life cycle methodologies. Demonstrated ability to communicate requirements from a business perspective. An in-depth understanding of Costs Benefit Analyst methodologies. Experience with tendering and contract development management. Demonstrated ability to anticipate issues and problems and think of creative solutions Excellent interpersonal and communication skills. Strong qualitative and quantitative analytical, evaluative and problem-solving abilities. Excellent time management skills with the proven ability to

5 effectively prioritise and execute tasks in a high-pressure environment Ability to mentor and guide less experienced staff. Strong customer focus Commitment to continuous improvement with the ability to implement and champion organisational change Ability to think strategically and contribute to group decision making Ability to build, maintain and leverage relationships with key internal and external contacts Ability to work effectively with a diverse group of people from a range of cultures and backgrounds Sound judgement and decision making skills Demonstrates the drive and ability to improve own capability. Includes self-awareness and self-improvement focus Demonstrates a high level of integrity & discretion and an strong ethical approach Strong focus on quality and attention to detail Excellent & proven skills in the use of Microsoft Project. Sound understanding of tikanga and Treaty of Waitangi principles A good understanding of how government works Additional Comments You must also: Have an understanding of bicultural and EEO issues. Hold New Zealand citizenship Be able to obtain and maintain an appropriate New Zealand Government Security clearance