Position Description

Transcription

1 Position Description Position Title Division Group Location Reports to Programme Coordinator Strategy and Coordination Human Resources Group Wellington Divisional Manager, Strategy and Coordination Last Review Date July 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 PEOP

2 Page 2 of 5 Diversity and Inclusion We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected. About the Position The Ministry supports a range of flexible work options as the default setting for all positions. The Human Resources Group is looking for a Programme Coordinator to support and coordinate the Strategy and Coordination work programme including the significant programmes associated with the implementation of the People Goal in cooperation with relevant Ministry divisions/groups/areas. The role is 1.0 FTE and is for a fixed period of 24 months. Relationships Key accountabilities The position is required to build and maintain the following relationships: Internal (within MFAT) Divisional Manager, Strategy and Coordination HRG staff PCA staff including the Programme Coordinator MPU CMD OCE, DCE and other governance bodies SPD/PPS The following key accountabilities of this role follow: Programme Coordination Coordinate for HRG project management activities, resources, equipment and information for (but not limited to) the following: o People Goal o Diversity and Inclusion o Values o Speak Up Safely o Maori Engagement Strategy o Security Strategy o ISSP and Workplace Design Strategy Liaise with Project Managers to identify and define requirements, scope and objectives Assign tasks to internal teams and assist with schedule management Help prepare budgets and track project expenditure Analyse risks and opportunities

3 Page 3 of 5 Act as the point of contact and communicate project status to all participants Work with the Project Managers to mitigate risks and resolve issues Create and maintain comprehensive project documentation, plans and reports Works with Project Managers to develop and schedule programme work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities. Coordinates activities of program with inter-related activities of other programs, departments or staff to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications. Prepares periodic reports, financial statements and records on program activities, progress, status or other special reports for management or outside agencies. Relationship Management Develop and maintain close relationships with key providers and project managers of related work streams. Develop and maintain strong relationships with Project Managers from PCA and other related Business Groups who are working on complimentary projects. Implement a proactive programme with the Ministry s staff networks, FSA/PSA, various job families and across Groups (on-shore and off-shore). Coordinate with the Office of the Chief Executive to ensure reporting is consistent with the Ministry governance requirements Establish an effective relationship with Strategy and Performance Division (SPD) and Portfolio and Delivery Services Division (PDS) Division to ensure linkages with the Ministries overall approach to strategic planning and project management. Organisational Responsibilities Demonstrate the organisation s values, goals, policies and procedures in all aspects of work. Understand the Ministry s People Goal priorities and high-level outcomes framework and how this role contributes to the framework. Understand and apply the People Goal context in which the Ministry operates, including priorities and

4 Page 4 of 5 perspectives of the Ministers, partner agencies and external stakeholders. Foster strong working relationships across the Ministry 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. Be aware of and adhere to the Ministry s Health and Safety policies and procedures. All other duties as requested by the employer. Understanding of Government and the Public Service. Understand the Machinery of Government, including the Ministry s relationship with Ministers and other government agencies. 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 The ideal candidate should be able to demonstrate the following qualifications, skills and experience: Proven work experience as a Project Coordinator or similar role Experience in project management, from conception to delivery An ability to prepare and interpret flowcharts, schedules and step-by-step action plans Solid organizational skills, including multitasking and time-management Strong client-facing and teamwork skills Familiarity with risk management and quality assurance control Strong working knowledge of Microsoft Project, Microsoft Planner or other relevant software skills Hands-on experience with project management tools PMP / PRINCE2 certification would be an advantage Previous experience working in a Project management type role within an HR Groups or similar would be an advantage Strong commitment to working with PCA team members to ensure delivery of the principal s work programme. Demonstrated ability to anticipate problems, think of creative solutions and contribute to group decision making. Ability to build, maintain and leverage relationships with internal and, as needed, external peers/contacts.

5 Page 5 of 5 Sound judgment and decision making skills. Excellent interpersonal and communications skills Sound understanding of Tikanga and Treaty of Waitangi principles. You must also: Be able to obtain and maintain an appropriate New Zealand Government security clearance.