POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION POSITION TITLE: Advisor, International and Special Projects Job Band: Team: International, TAPIC Reports to: Manager, International Special Projects & Cultural Exchange Status: Fixed Term 2.5 years (July 2015 December 2017) Number of Direct Reports: Financial Accountabilities: Location: No direct reports None Auckland CREATIVE NEW ZEALAND S PURPOSE Creative New Zealand is the national arts development agency developing, investing in and advocating for the arts. WHAT WE DO Creative New Zealand s support for the development of the New Zealand arts sector is provided primarily through our funding programmes. We also deliver a range of programmes to build the capability of artists and arts organisations, and to advocate for the arts. TEAM PURPOSE: The International Special Projects team, as part of the wider Arts Policy, Capability and International (TAPIC) team, is responsible for project managing and delivering internationally focused projects and initiatives which position New Zealand arts and artists internationally, and for working collaboratively with key partners to develop audiences in target markets, facilitate relationships and build partnerships. The team also manages specific cultural exchange projects including those with an Indigenous or Pacific focus and works closely with the Arts Funding team, assisting with application assessments and contributing to client management. JOB PURPOSE: This role is responsible for providing advisory, administrative and project coordination support across a number of international projects; including NZ at Venice and NZ at Edinburgh projects, WW100 Co-commissioning Fund, and also on other Creative New Zealand special projects/initiatives, as required.

2 Project coordinator Manage all project documentation and An ability to manage multiple projects (for administration - project databases, and deadlines. International/special invitation lists and RSVPs, maintaining projects) electronic and hard copy files Team coordination setting all team and subcommittee meetings, preparing the agendas and minutes/action items, managing the overarching project timeline and team communication. Contribute to team meetings and prepost event briefings Arrange all travel and accommodation, including sourcing and negotiating with providers (eg long term apartment rentals) Process invoices and payments, track project budget Contribute towards the development of the Audience and Market Development (AMD) plans. Oversee the delivery of the plans, including the design, content generation and realisation of the marketing collateral,(brochures, flyers, posters, banners etc), the design, development and content generation of the online presence, including the website and enewsletters the design and delivery of public programmes, if relevant provide project specific advice to Coordinate and contribute to the project evaluations And, for NZ at Venice project Support the selection and management of the Exhibition Attendants, including participating in the selection process and training and working with Venice team to ensure ongoing Project administration and coordination is timely, accurate and responsive to the needs of the projects. Budgets are well managed; project is delivered within budget or variances raised early All tasks completed on time and accurately within project and CNZ requirements AMD plan delivered fully on time Feedback from key stakeholders, including the Venice Exhibition Attendants on the communications, support and co-ordination provided. 2

3 maintenance and conservation of the exhibition support the Fundraising and Patrons campaigns with administrative support, as required Project coordinator Participate in other projects/initiatives/work (across TAPIC and/or wider CNZ), as agreed with your line manager and in line with Creative New Zealand `s approach to project management Advisory role Respond to enquiries from potential applicants, confirm eligibility or advise other funding avenues, as required. Establish and manage the assessment process for the Proposals; including securing internal and external assessors Prepare the final recommendations. Coordinate the communication of the Proposal decisions, including providing feedback to declined applicants Prepare all documentation, including negotiating funding agreements and milestones and report templates Report monitoring, including administering milestone funding agreements Projects/initiatives/tasks delivered ontime, to a high standard. Feedback on the contribution made to the project/work. Project coordination and advisory support is timely, accurate and responsive to the needs of the project. Critical funding programme timelines and requirements are fully met Key stakeholders and clients have accurate, timely and high quality information and feedback. Implementation of the plans occurs within agreed timeframes and to budget. Feedback from applicants on assistance & support provided Processing acquittal reports, including analysing the results against objectives of the fund Liaise with the Communications team, CNZ staff and other stakeholders, for example WW100 office, around the decisions Contribute to the evaluation of the funding programme and prepare Council reports. Team work Contribute to the development of a strong team spirit within the TAPIC team. Participate positively and actively in Demonstrate a positive and proactive approach to team development. Act as a positive role model for other 3

4 team activities, meetings, planning activities and general team development. staff. Be willing to assist and support their development. Contribute to cross team projects as required. Encourage and demonstrate the active sharing of knowledge both within the TAPIC team, and across Creative New Zealand. Continually identify improvements to team services, processes and operations. Actively support and encourage cooperative ways of working and knowledge sharing within the team and across Creative New Zealand. Be open to feedback from colleagues. Demonstrate an approach of continuous improvement Maori Responsiveness Identify opportunities to work with Maori to achieve CNZ`s strategic goals. Seek to understand and apply appropriate ways of consulting with and working with Maori. Demonstrate an understanding and knowledge of working in a bicultural environment. Key Relationships Manager, International Special Projects & Cultural Exchange Project Manager, NZ at Venice Senior Adviser International (Project Manager, NZ at Edinburgh) Senior Manager, Arts Policy, Capability and International Members of the International team and other members of the TAPIC team Members of the project teams, some internationally based Key stakeholders and partners which each project/programme, some internationally based Communications team and Business Services team Other Creative New Zealand managers and staff, from across the organisation. Experience and Qualifications Previous Experience Proven experience in advisory and project coordination roles in the Arts sector, preferably involving high profile and/or international projects. Skills & Knowledge A knowledge of the Arts sector (preferably experience working in the Visual Arts, however, interested in working across the art forms) Project management/co-ordination skills (preferably projects off-shore) Well-developed written and oral communication skills Experience of working within teams based across different locations Knowledge of assessment and funding processes Skills in managing and monitoring budgets Event co-ordination experience Good working knowledge of design, communications and PR/media. 4

5 Understanding of the principles and practise of the Treaty of Waitangi and the implications for the work of Creative New Zealand Competencies Relationship and stakeholder management Results Focus Initiative Organisational skills Attention to detail Team work Analytical thinking/problem resolution 5