About the Ministry The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous.

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1 Position Title Unit Manager Practice, Quality and Capability POSITION DESCRIPTION Reports To Divisional Manager, Development Capability and Insights (DCI) Group Pacific and Development Group Location Wellington Term of Position Open Tenure Date Created/Updated June 2018 About the Ministry The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous. Our purpose is to create the international conditions and connections for New Zealand and New Zealanders to thrive. Our work: Kaitiakitanga delivers solutions to global challenges, for the benefit of present and future generations; Leadership amplifies New Zealand s influence and standing in the world; Prosperity delivers improved prosperity for New Zealand and our region; Stability delivers security and resilience to our country, our people, and our region. Our values: Impact We achieve for New Zealand, every day, 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 Division The Development, Capability and Insights (DCI) division has key focus areas - business practice, learning and development, evidence-based evaluation, planning, International Development policy, legal advice and reporting. DCI is responsible for an evidence-informed performance system that integrates results-based aid management, learning and development; processes; business practice support to other PDG units and technical system support. About the Position This position is responsible for effectively leading the practice, quality and capability team within the division. It is responsible for ensuring the timely delivery of high quality work programmes, the coaching and mentoring of staff to achieve high quality outputs and prioritisation of activities relating to growing capability and development best practice. The position provides advisory support to the Pacific and Development Group s Leadership Team (PDLT) and governance to guide and ensure quality decision making at the governance level. It manages the learning and development team to design and deliver technical and soft skill training programmes, capability initiatives and leads the group s internal quality assurance function. Key Accountabilities The following key accountabilities of this role assist in delivering the Ministry s purpose: Leading the design and development of capability initiatives and learning and development to contribute to creating a learning culture in PDG by: Leading the design and delivery of PDG s policy and International Development training programme through the development of training materials, delivery of training by subject matter capability needs assessment experts and evaluation of training effectiveness Working collaboratively with PDG Divisions and with the wider Ministry s Learning and Career Development programme to ensure sound delivery and prioritisation of training initiatives. Keep up to date with international and domestic literature, thinking and emerging issues on capability and incorporate where necessary into policy, practice and advice Lead the design, development and maintenance of PDG s strategic architecture concept, business case and activity management framework Lead the establishment and management of a PDG-wide Quality Assurance Framework by: Establishing an overall PDG Programme risk register and a monitoring framework to support quality assurance outcomes Supporting Divisional Managers (DMs) to review their 4 Year Plan, think critically about them and identify risks Driving continuous improvement in business processes and quality standards Ensuring timely internal quality assurance audits that are compliant with corporate policies, practices and procedures Leading the ongoing development of an internal Quality Assurance function to support the outcomes envisaged in the future operating model 2

3 Business and Programme Management Manage the unit s programme of work to ensure that resources are appropriately distributed and managed within budget Lead the preparation and implementation of the unit s strategic and business planning processes Ensure efficient and effective ways of working, ensuring good processes and systems are implemented within the team Exercise financial and human resource delegations appropriately Monitors and reports on budget expenditure Complies with all financial, ethical and other requirements in accordance with the Ministry s policies People Leadership Recruit, retain and develop high performing staff to ensure the Ministry has the necessary expertise required by their team Manage staff so they are empowered to make decisions, while consulting on issues that need wider consideration Ensure effective flow of information occurs both vertically and horizontally, within the division and group, including post/s, and across the Ministry Build strong team spirit and level of engagement, acknowledging team contribution and achievement as appropriate Ensure the performance management framework is implemented for self and team members, actively managing both strong and poor performance Formally coach and mentor team members by fostering high standards in the quality of outputs and ensuring a culture of learning, sharing experiences and constructively challenging thinking Using the Learning and Career Development Framework, policies and programmes, identify and encourage team members to develop specialised skills, knowledge and experience in priority areas as required to deliver the Ministry s Strategic Framework Provide opportunities and support staff to lead delegations offshore and to represent the Ministry onshore Promotion of the values and philosophy of the Ministry particularly in relation to equal employment opportunities responsibilities, good employer philosophy. Understanding and promotion of the principles of the Treaty of Waitangi Functional Management Provides high quality, balanced analysis and advice on a range of specialist research and evaluation issues and/or on issues of the highest complexity within specified timeframes without significant assistance. Building understanding of the role and value of evaluation and research within the Ministry Lead efforts to build evaluation and research capability and practice internally and with our partners Capture lessons learned and best practices; document and disseminate project results; develop presentations, and author/co-author technical reports and summary briefs, as well as abstracts and articles for PDG Drive efficient and effective ways of working, ensuring agreed processes and systems are implemented within team 3

4 Ministerial Servicing Ensure the unit s input to the Executive Services Division is given the necessary priority and meets the high standard required Provide ministerial and ministry support including preparation of briefs, submissions, talking points, speeches, and media releases accompanying Ministers on visits Relationship Management Develop and influence a clear map of relationships with decision-makers, policy-makers and thinkers that advance the division s objectives Develop and maintain relationships with key internal and external stakeholders to advance the division s objectives Organisational Responsibilities Demonstrate and lead alignment with the organisation s values, goals, policies and procedures Understand and apply the strategic context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders Actively input into and support the Ministry s strategic priorities and 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 can apply the Ministry Māori dimension in a way that is relevant to the context of our business and underpinned by Ministry values 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, including contributing to/presenting at internal learning and development opportunities Health and Safety The Ministry is committed to providing a safe, healthy and secure working environment for all staff, contractors and other workers, both on and offshore. As a manager you are required to demonstrate leadership of all health and safety matters for your area of responsibility. This means ensuring that the Ministry complies with its obligations under the Health and Safety at Work Act 2015 (Act) and that workers are operating in an environment where health and safety hazards and risks are appropriately identified, eliminated and mitigated, so far as is reasonably practicable. You are responsible for: ensuring that health and safety resources and processes are in place and are being appropriately used engaging with staff, and contractors to enable proactive participation in matters related to health and safety 4

5 ensuring that health and safety hazards are identified (in consultation with staff), that controls are in place, that associated risks are being assessed and regularly reviewed, and an action plan determined to eliminate or mitigate the risks so far as reasonably practicable implementing the agreed actions to eliminate or mitigate the assessed risks and monitoring and reviewing progress ensuring that the group or event hazard and risk register documents are regularly updated, and controls are regularly reviewed ensuring that all health and safety incidents, illnesses, injuries, near misses are immediately reported through the HR Kiosk and followed-up ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your manager. Qualifications, Experience, Knowledge & Skills Qualifications Relevant degree and or significant experience in a mid-level management role Programme/project management qualification (desirable) Knowledge of Adaptive Programme Management/Agile methodologies will be desirable Six Sigma Certification will be useful but not mandatory Experience Demonstrated leadership and business acumen. This includes: Providing advisory services in a large government department/ministry EstabW01lishing a Quality, Assurance Function Bringing out the best performance in others, including setting expectations, providing feedback, encouraging high performance Leading proactively and deliver sustainable high performance, done drive and resilience Improving the capability of self and of others Providing regular business planning and reporting in a complex environment Experience working with central agencies and/or cross-agency programmes Experience working in an agile, fast-paced environment Experience partnering, networking and building relationships with external/internal stakeholders Experience implementing and/or supporting a fundamental change in business process/es and/or operating model (e.g.: changing to a Better Business Case approach) Skills Ability to think strategically and facilitate decision making A deep understanding of how an organisation builds capability in a complex environment Influencing and mentoring skills Ability to build trust, adaptable with sound judgement Agile thinking and way of working Strong oral, written communication and interpersonal skills The ability to facilitate complex tasks in a multi-disciplinary environment Ability to plan and manage work for self and the team Ability to work as part of a team Sensitive to and appreciative of EEO issues Ability to work with people from other cultures Relationships The position is required to build and maintain the following relationships: Internal 5

6 External Deputy Secretary Assistant Secretary Pacific Divisional Managers, Managers and staff in PDG and wider Ministry Direct reports Other MFAT staff, both onshore and offshore Minister of Foreign Affairs and Trade Other government departments and agencies OECD Development Assistance Committee, United Nations, Global Partnership for Effective Development Cooperation International development agencies Partner Governments Development academics Other organisations as appropriate Delegations The position is responsible for the management of 5-7 direct reports. All delegations are set out in either the Ministry's Instrument of Delegations (IOD) or the Official Development Assistance (ODA) delegations. Mandatory Role Requirements You must be able to obtain and maintain an appropriate New Zealand Government Security clearance. You must hold New Zealand citizenship. 6