POSITION DESCRIPTION

Transcription

1 Position Title Team Leader Project Coordinator (Development) Reports To Business Operations Manager (PDG) Group Pacific and Development Group (PDG) POSITION DESCRIPTION Date Created/Updated August 2018 About the Ministry The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealand safer and more prosperous. It does this by working to understand geopolitical changes across the world, advancing the Government s international priorities, and providing advice to the Government on its implications. By building connections and influence in other countries we act to promote and protect New Zealand s interests. We seek to deliver value to New Zealand and New Zealanders, through: improved prosperity for New Zealand and our region the stability, security and resilience of our country, our people and our region leadership by amplifying New Zealand s influence and standing in the world kaitiakitanga or stewardship, by delivering solutions to global challenges for the benefit of present and future generations. Our values are: Impact We achieve for New Zealand, everyday, everywhere Kotahitanga We draw strength from our diversity Courage We do the right thing Manaakitanga We honour and respect others About the Group Pacific and Development Group (PDG) leads an integrated approach to New Zealand s diplomatic and development engagement with Pacific countries and is responsible for the delivery of the New Zealand Aid Programme in the Pacific and globally. 1

2 About the Position The Ministry supports a range of flexible work options as the default setting for all positions. The team leader is responsible for the effective management of a team of Project Coordinators (Development). They are required to ensure that consistent and expert contract management support is provided across PDG. They will be skilled at coordinating internal resources and external suppliers in delivery, and will support the creation of a centre of excellence in PDG business processes. The team leader will provide hands-on support to Activity Managers in delivering specific country work programmes as part of the New Zealand Aid Programme and will usually work on multiple activities (projects) at one time, across sectors, thematics and teams. The Team Leader should have excellent leadership, prioiritisation, time management, contract management and communication skills, as they will collaborate closely with suppliers, partners and internal teams (including Posts) to deliver results. Relationships The position is required to build and maintain the following relationships: Internal (within MFAT) Divisional and unit managers Other Project Coordinators Lead/Senior advisors within PDG, Activity Managers, Business Case Authors, Development Managers, Development Officers Other MFAT staff, both Wellington and at Post External (outside MFAT) Suppliers and partner agencies Other government departments and agencies Role Specific Accountabilities People Management and Leadership Manage the team s work programme to ensure that project coordination support is appropriately distributed across the Group and resources are managed within budget. Lead the implementation of expert contract managmenet support and ensure processes are consistency applied. Effectively prioritise team workloads to ensure deadlines are consistently met. Recruit and retain high performing staff to ensure the Ministry has the necessary expertise required by their team. Responsible for the performance management of Project Coordinators to deliver high quality and high performing administration and project support and ensure appropriate distribution of resources across the group. Build and maintain staff capability through the management of individual performance plans. Conduct achievement and development conversations and conduct formal appraisals. Lead team members, sharing best practice and fostering a culture of learning, strong team spirit and acknowledging team contribution and achievements. Lead and contribute to the team s delivery of its planned and agreed activity streams to realise its strategic priorities and high level outcomes; 2

3 Demonstrate the organisation s values, goals, policies and procedures in all aspects of work. Support Programme and Portfolio Management Provide support as needed for 4 Year Plan steering group meetings. Support 4 Year Plan owners to meet programme compliance requirements such as following up activity managers on monthly forecasting and overdue milestones. Track and report on overall programme or portfolio results/milestones and spending. Support Activity Management Create work packages in the Enquire system, load contracts and variations, ensure tasks are assigned appropriately, track and manage milestones and overdue tasks, ensure data is entered correctly and processed, and all documents are attached correctly. Support activity audit processes. Provide support to the Activity Manager in Pitching Panel and Appraisal meetings, and other decision-making processes. Support the Activity Manager in risk management. Team chamption of Business Processes across the group. Procurement and Contracting Understand MFAT Guidance documents including Principles of Government Procurement. Plan and lead routine procurements for services under $100,000. Support Commerical Division in the procurement processes for services over $100,000 or those that are deems high risk. This could include seeking experts to write the Business Case (based on the Treasury Business Case model), design and implementation. Understand and provide advice to other team members on MFAT s Contract Exemptions Policy. Draft and process exemptions to MFAT s contracting policy. Manage the due diligence process prior to contracting of suppliers. Understand and advise other team members on MFAT s Health and Safety Obligations in relation to Crown Contractors. Ensure all Health and Safety forms are completed by contractors, and safe work statements/safety management plans are returned, and all information is loaded in the Enquire system. Contract Management Manage supplier contracts and process payments in line with the terms of the contract. Initiate and process contract variations and provide advice to team members as required. Manage or prepare contract payments (invoicing, payments, tracking progress). Contribute to reporting on activity results. Relationship management Establishes and maintains productive and harmonious working relationships across all internal/ external stakeholders; Utilises communication, relationship management and influencing skills to facilitate buy-in and co-operation, builds understanding, agreement and support required actions associated with delivery; Builds relationship with staff on and offshore to continually improve service delivery and cross agency collaboration; 3

4 Identifies and takes advantage of opportunities so there is continuous improvement in business processes, and improved value is delivered to stakeholders; Actively seeks and acts on feedback, referring when required, to ensure that the best possible outcome is achieved; Makes a noticeable positive contribution to the enhancement of our reputation for professionalism and responsiveness Coordinate internal MFAT resources (Wellington and Post) and liaise with external contractors and suppliers. Ensure all parties are aware of the role they are playing in delivery of the activity, and the expectations on them. Support Posts in dialogue and communication with Partner Governments in relation to ongoing in-country activities. Organisational Responsibilities Drive process improvement across programme, portfolio and activity management. Understand the Ministry s strategic priorities and high-level outcomes framework and how this role contributes to the framework Understand and apply the strategic context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders Contribute to the preparation and reporting requirements of the Ministry s accountability documents Contribute to Ministry-wide projects and emergency response situations Using the Ministry s Capability and Leadership Frameworks, identify and participate in opportunities for learning and development, including through regular coaching and mentoring Understand tikanga and Treaty of Waitangi principles and have sufficient appreciation of Te Reo Māori to be able to apply the Ministry Māori dimension, underpinned by Ministry values, in a way that is relevant to the context of our business Understand the Machinery of Government, including the Ministry s relationship with Ministers and other government agencies Understand the Ministry s strategic priorities and high-level outcomes framework and how this role contributes to the framework; Identify and pursue opportunities to build specialised skills, knowledge and experience aligned with the Ministry s Strategic Framework; 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 Health and Safety The Ministry is committed to providing a safe and healthy working environment for all staff, including contractors and other workers, both on and offshore. You are responsible for: taking reasonable care of your own and other s health and safety and being mindful of the effect of your actions (or lack of action) on the health and safety of others 4

5 complying with reasonable Ministry instructions to ensure the Ministry is able to comply with the Health and Safety at Work Act 2015 cooperating with health and safety policies and procedures identifying and reporting hazards, injuries, illness and incidents (including near misses) that arise from your work or in the workplace identifying and eliminating or mitigating health and safety risks so far as reasonably practicable and consulting with others in doing so raising health and safety matters with your manager or health and safety representative (or contact as appropriate) ensuring that all health and safety incidents, injuries, near misses are immediately reported through the HR Kiosk ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your Manager. Qualifications, Experience, Knowledge & Skills You must have the following qualifications, skills and experience: Minimum of five seven years experience in a project role, contract management role, or relevant business tertiary qualification. Project management qualification desirable. Strong project management, planning and organising skills and the ability to manage projects and a work programme Adaptive management experience Sound written and verbal skills Strong relationship managmenet skills and the ability to influence Ability to build, maintain and leverage relationships with internal and external peers/contacts Sound planning and organising skills Ability to identify risks and plan appropriate mitigation Ability to coordinate and manage a range of complex tasks simultaneously Treasury Business Case preparation or use of would be desirable. Sound understanding of tikanga and Treaty of Waitangi principles Competent in Microsoft Office suite of products An understanding of the Machinery of Government and the Government decision making process Strong qualitative and quantitative analytical skills Ability to work effectively with colleagues within the division Sound judgment and decision making skills A strong achievement/delivery focus sets high standards including accuracy and attendtion to detail Demonstrates the drive and ability to improve own capability. Includes selfawareness and self-improvement focus Mandatory Role Requirements You must be able to obtain and maintain an appropriate New Zealand Government Security clearance 5