Job Description Job Title Branch Business Group Reporting to Visits and Events Organiser (VEO) Shared Services Location Wellington (4) Range Ministerial and Secretariat Services Manager Visits and Ceremonial Office Delivery H Purpose The Visits and Ceremonial Office is responsible for the organisation and management of guests of government visits and state and ministerial functions and ceremonies on behalf of the Government. The VEO is responsible for providing effective and efficient leadership and project management Guest of Government visits, ceremonies and events as needed. This will include defining clear timelines, confirming resources required and managing and monitoring all tasks related to the visit. They will also work closely with Steering Groups established for particular events. The VEO will also assist the Senior Visits & Events Organisers when required with significant Guest of Government visits. Key Tasks Lead Guest of Government and other visits Lead briefing meetings with all key participants/contributors/stakeholders Provide high quality advice and guidance to all key participants/contributors/stakeholders to ensure the smooth running of each visit Lead and co-ordinate the arrangement of accommodation, domestic travel, hospitality and administration arrangements for visits and ceremonies Prepare budget estimates for approval of Manager Visits and Ceremonials Lead reconnaissance visits where appropriate Accompany Guest of Government on visits and attend ceremonies Actively apply appropriate risk management practices and ensure appropriate mitigation strategies are implemented when risks are identified Facilitation at NZ international airports as required. One position will be based in Auckland and there will be significant facilitation work Lead arrangements for State and other functions Lead briefing meetings with all key participants/contributors/stakeholders Provide high quality advice and guidance to all key participants/contributors/stakeholders to ensure the smooth running of each visit Lead and co-ordinate the organisation of hospitality requirements Prepare and distribute procedures and action plans, co-ordinating rehearsals if required Ensure the Host Minister is briefed as required Prepare guest lists for Ministerial acceptance Oversee the issuing and receipting of invitations issued and receipted. Manage and oversee the publication of Orders of Service( where required) Visit and Ceremonials Manager
Stakeholder Management Establish, build and maintain highly effective working relationships with internal and external stakeholders Proactively solicit stakeholder feedback to ensure service delivery is consistently of a high standard and that opportunities for improvements are identified and recommended Communications Actively work with Communications to agree media management assistance/requirements for each visit/event Proactively identify media risks and liaise with Communications to ensure appropriate mitigations strategies are in place Ensure appropriate communications with key stakeholders throughout the visits and events Reporting and Process Improvement Evaluate visits and events and produce reports which evaluate services against performance measures and budgets/financial reconciliations, identifying lessons learnt and opportunities for improvements Ensure knowledge databases are used and updated as part of each visit project Proactively work with key stakeholders to review visits and events and identify opportunities to improve the client experience and satisfaction with VCO services Proactively recommend improvements to work processes and procedures Business Unit Management and Special Projects Assist the Senior VEO with significant visit and ceremonial preparation when required Undertake projects as required Undertaking work for other teams within MASS or DIA where appropriate Health & Safety (for self) Takes personal responsibility for keeping self free from harm Follows safe working procedures Reports incidents promptly Reports hazards promptly and suggests appropriate remedies Knows what to do in the event of an emergency Co-operates in implementing rehabilitation plans Key Relationships Internal External MASS Managers and relevant Managers in the Department of Internal Affairs Manager, Visits and Ceremonial Office Other VCO staff Prime Minister and Prime Minister' Office Speaker and the Office of the Speaker Ministers of the Crown and Ministerial Offices Members of Parliament Office of the Clerk Department of Prime Minister and Cabinet Parliamentary Service Visit and Ceremonials Manager Page 2 of 5
Diplomatic Protection Squad Diplomatic Missions Ministry for Culture and Heritage New Zealand Police New Zealand Defence Force Headquarters Ministry of Foreign Affairs and Trade Office of Veterans Affairs Wellington Returned Services Association Local Kaumatua Other National and Local Bodies, Community Groups and organisations as appropriate Other Government departments and agencies Reporting Relationships GM MASS Manager VCO Senior Visits & Events Organiser (1) Visits & Events Organiser (4) Assistant Visits & Events Organiser (4) Visit and Ceremonials Manager Page 3 of 5
Person Specification Experience Demonstrated successful project management experience some of which has been undertaken in the public sector Demonstrated experience of developing and maintaining high trust relationship skills with a range of stakeholders Demonstrated experience in event management Knowledge Knowledge of Government and Parliamentary processes, conventions, structures and functions Knowledge of effective project management practises Sound knowledge of Microsoft Office programmes Skills Demonstrated budgeting and project planning skills Demonstrated relationship management skills Demonstrated project or team leadership skills Education and Professional Memberships Tertiary Qualification Evidence of maintaining ongoing professional development Other Top Security clearance Essential Desirable Visit and Ceremonials Manager Page 4 of 5
DIA Competencies Competencies are behaviours that drive job success. They are observable and measurable characteristics that can be seen when a job is being done well. The competencies required for this job are listed below. Each competency falls within a competency cluster, which are broad themes of skills, behaviours and abilities. Competency Cluster Competency Integrity and Trust Integrity Ethics and Values Learning on the Fly Intelligence Timely Decision Making Decision Quality Priority Setting Customer Focus Talent to Execute Time Management Organising Planning Self Knowledge Emotional Maturity Composure Positive Energy Perseverance Dealing with Ambiguity Managing Complexity Organisational Agility Problem Solving Interpersonal Savvy Managing Diverse Relationships Political Savvy Peer Relationship Achieves Effectiveness for Mā ori Effectiveness for Mā ori (Level 2) With the exception of Achieves Effectiveness for Māori, the competencies DIA uses are derived from the Competency Sort Cards developed and copyrighted by Lominger Limited, Inc. No part of the Lominger competencies may be used, reproduced or transmitted in any form or by any means, by or to any party outside of The Department of Internal Affairs. Visit and Ceremonials Manager Page 5 of 5