POSITION DESCRIPTION Psitin Title Prtfli Analyst Reprts T Prgramme and Prject Delivery Manager Grup Services (Prtfli and Delivery Services divisin) Date Created/Updated August 2018 Abut the Ministry The Ministry f Freign Affairs and Trade (the Ministry) acts in the wrld t make New Zealanders safer and mre prsperus. We d this by building cnnectins with and influencing ther cuntries t advance New Zealand s interests and prject New Zealand values. We prvide advice t the Gvernment n the implicatins fr New Zealand f what is happening in the wrld. Our wrk cntributes t New Zealanders wellbeing in the fllwing ways: Kaitiakitanga: Generatins f New Zealanders benefit frm sustainable slutins t glbal and reginal challenges; Prsperity: New Zealanders have better jb pprtunities and incmes frm trade, investment and ther internatinal cnnectins; Security: New Zealanders are able t live, d business, travel and cmmunicate mre safely at hme and ffshre; Influence: New Zealanders have cnfidence their cuntry can influence thers n issues that matter fr them nw and in the future. Our values are: Impact We achieve fr New Zealand, everyday, everywhere Ktahitanga We draw strength frm ur diversity Curage We d the right thing Manaakitanga We hnur and respect thers
Diversity and Inclusin We aspire t be a wrkplace that values and utilises diverse and inclusive thinking, peple and behaviurs. This means that ur staff reflect the diversity f New Zealand and the cuntries we wrk in, and that the cntributins f staff with diverse backgrunds, experiences, skills and perspectives are valued and respected. Abut the Grup The Services Grup is respnsible fr prviding a range f functins and services t enable business grups t achieve their utcmes. These functins include Finance, Prperty, Security, Prcurement and Infrmatin Management. Each f these divisins prvides a client fcused, crdinated service t Wellingtn and ff-shre psts. As ne f its functins, the Prtfli and Delivery Services (PDS) divisin within the Services Grup manages a prtfli f peratinal prgrammes and prjects ensuring successful management, delivery, and benefit realisatin f the investment made. PDS manages, supprts and advises n all aspects f best practice prtfli, prgramme and prject management, building effective wrking relatinships enabling successful delivery. Abut the Psitin The Ministry supprts a range f flexible wrk ptins as the default setting fr all psitins. The purpse f this psitin, wrking t the Prgramme and Prject Delivery Manager, is t ensure the prvisin f high quality gvernance infrmatin and advice acrss a three year prtfli f peratinal prjects. This is a critical psitin t supprt the wrk f an Operatinal Investment Bard (OIB) which gverns the prtfli. The psitin will establish and develp perfrmance measures and metrics t accurately reprt, analyse and make recmmendatins n verall health and expected utcmes f the prtfli. The psitin is als respnsible fr verseeing the prvisin f secretariat services fr OIB which meets mnthly. The psitin will be supprted by a Prject Crdinatr in the delivery f this functin. This includes perating all quality assurance prcesses, the practive management f a rlling frward OIB agenda and the preparatin f assciated OIB reprts and wider cmmunicatins. Key Accuntabilities The fllwing key accuntabilities f this rle assist in delivering the Ministry s purpse. Rle specific Carry ut in-depth, rbust analysis f the verall perfrmance f prgrammes and prjects and the verall health and expected utcmes f the prtfli Supprt the develpment, implementatin and nging quality assurance f a standard, regular prtfli, prgramme and prject reprting cycle Identify and interpret patterns and trends, and frecast these t aid prtfli planning, resurce planning, risk identificatin and benefits tracking Gather the infrmatin and ppulate the prtfli dashbard in preparatin fr regular presentatin t senir stakehlders and gverning managers Maintain, reprt and analyse the prtfli risk, issue and dependency registers making apprpriate recmmendatins t mitigate r manage cncerns
Undertake financial reprting acrss the prtfli, planned vs actual, frecasting, ttal cst f change etc t enable a ttal cst view and supprt prtfli priritisatin and decisin making Maintain the pipeline reprting and wrk with stakehlders t ensure accuracy Reprt and analyse the benefits realised at prject, prgramme and prtfli level Prepare and deliver reprts fr senir team members and stakehlders (regularly and ad-hc requests) Supprt prcess audits and reviews t imprve perfrmance Oversight f secretariat supprt functins fr the prtfli Operatinal Investment Bard Supprt and crdinate any infrmatin sharing frums as required Leadership Cntribute t the divisin s delivery f its planned and agreed activity stream t realise its strategic pririties and high level utcmes Demnstrate the rganisatin s values, gals, plicies and prcedures in all aspects f wrk Buddy new members f the team supprting a culture f learning and sharing f experiences Relatinship Management Develp and maintain key relatinships bth internally and externally in rder t advance the divisin s bjectives Organisatinal Respnsibilities Understand the Ministry s strategic pririties and high-level utcmes framewrk and hw this rle cntributes t the framewrk Understand and apply the strategic cntext in which the Ministry perates, including pririties and perspectives f the Ministers, partner agencies and external stakehlders Cntribute t the preparatin and reprting requirements f the Ministry s accuntability dcuments Understand tikanga and Treaty f Waitangi principles and have sufficient appreciatin f Te Re Māri t be able t apply the Ministry Māri dimensin, underpinned by Ministry values, in a way that is relevant t the cntext f ur business Using the Ministry s Capability and Leadership Framewrks, identify and participate in pprtunities fr learning and develpment, including thrugh regular caching and mentring Identify and pursue pprtunities t build specialised skills, knwledge and experience aligned with the Ministry s Strategic Framewrk Cntribute t Ministry-wide prjects and emergency respnse situatins Be aware f and adhere t the Ministry s Health and Safety plicies and prcedures All ther duties as requested by the emplyer Knwledge Management Cntribute t the cntinuus develpment f the Ministry s knwledge base by using the Ministry s internal systems, sharing infrmatin and data with relevant internal stakehlders
Health and Safety The Ministry is cmmitted t prviding a safe and healthy wrking envirnment fr all staff, including cntractrs and ther wrkers, bth n and ffshre. Yu are respnsible fr: taking reasnable care f yur wn and ther s health and safety and being mindful f the effect f yur actins (r lack f actin) n the health and safety f thers cmplying with reasnable Ministry instructins t ensure the Ministry is able t cmply with the Health and Safety at Wrk Act 2015 cperating with health and safety plicies and prcedures identifying and reprting hazards, injuries, illness and incidents (including near misses) that arise frm yur wrk r in the wrkplace identifying and eliminating r mitigating health and safety risks s far as reasnably practicable and cnsulting with thers in ding s raising health and safety matters with yur manager r health and safety representative (r cntact as apprpriate) ensuring that all health and safety incidents, injuries, near misses are immediately reprted thrugh the HR Kisk ensuring that significant hazards and risks r critical incidents are drawn t the immediate attentin f yur Manager. Qualificatins, Skills, knwledge & experience The fllwing are required: Qualificatins Pst-graduate degree in business analysis r prtfli management, r an equivalent qualificatin frm a related field; r equivalent level f experience wrking in a prtfli analyst rle. Skills Ability t cnvey cmplex infrmatin lgically and cncisely in bth written and ral frms. Ability t research and analyse issues and develp apprpriate recmmendatins Strng ral and written cmmunicatin skills. Strng interpersnal skills. Ability t wrk under pressure. Ability t wrk as part f a team. Ability t wrk with staff frm all levels f the rganisatin Ability t facilitate and crdinate tasks. Gd plicy frmulatin skills and sund judgement. Sensitive t and appreciative f EEO issues. Ability t wrk with peple frm ther cultures. The ability t facilitate cmplex tasks in a multi-disciplinary envirnment. Experience Prven experience (5+ years) in reprting and analysing Strng qualitative and quantitative analytical skills Prven ability t gather and interpret infrmatin t make recmmendatins and infrm insight Desirable t have experience f wrking in prtfli and / r prgramme and prject envirnments, and knwledge and understanding f the assciated methdlgies Sund written and verbal cmmunicatin skills
Cmpetent in Micrsft Office suite f prducts Demnstrates the drive and ability t imprve wn capability, includes selfawareness and self-imprvement fcus Relatinships The psitin is required t build and maintain the fllwing relatinships: Internal Divisinal and/r unit manager Senir advisrs/advisers within divisin/unit Divisin staff Other MFAT staff, bth nshre and ffshre External Other gvernment departments and agencies Central agencies Delegatins As set ut in the Ministry s Instrument f Delegatin Number f Staff: n direct reprts Mandatry Rle Requirements Yu must be able t btain and maintain an apprpriate New Zealand Gvernment Security clearance. Yu must hld New Zealand citizenship.