Senior Programme Coordinator
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Tēnei tūranga – About the role
The Senior Programme Coordinator is a key role in a newly formed team created to stand up Property System Leadership within MBIE, commencing with design and initial implementation over the next 18 months, culminating over time in a centralised delivery model for government office accommodation services. Establishing Property System Leadership is a significant government transformation programme.
The Senior Programme Coordinator, working with the Programme Director, will be instrumental in ensuring effective planning, design, co-ordination and monitoring of the programme and management of the interdependencies including oversight of any risks and issues.
Using accepted project methodology, the Senior Programme Coordinator will handle administrative tasks for the Programme Director to keep the project running smoothly and to ensure the programme of work remains on track, including providing secretariat support to the governance group.
Background
The establishment of System Leadership under the Public Service Act 2020 created an opportunity to manage more effectively and efficiently the government’s office accommodation. The Chief Executive of the Ministry of Business, Innovation and Employment was appointed as the System Leader for Property by the Public Service Commissioner to drive a whole-of-system approach to the government’s office accommodation portfolio.
With a strong mandate, the System Leader for Property ensures the effective and efficient management of the government’s office accommodation portfolio in support of our public sector reforms and government expectations for property.
In addition to establishing System Leadership, Cabinet agreed in principle in April 2022 to strengthen the leadership of government office accommodation through centralisation of some or all government office accommodation property functions to achieve efficiency, alignment and impact across systems.
The government’s office accommodation portfolio is significant, encompassing 997,614m² of office space and a rental spend of circa $330 million per year across 73 agencies, including Crown Agents.
Ngā herenga – Requirements of the role
Personal specifications
A proven track record of experience and achievement in:
- process and project and programme management disciplines
- programme coordination roles, ideally in the public sector
- critical thinking and judgement; ability to manage competing demands
- excellent planning and coordination skills
- excellent oral communication skills
- excellent written communication skills; ability to communicate crisply with an eye for detail
- intellectual agility
- influencing others
- good relationship management skills
- working with people across all levels of an organisation
- acting with integrity
- being technically savvy and familiar with project management tools and software.
Ideally, will have a tertiary qualification and be able to demonstrate a minimum of five years track record in process or project or programme planning and co-ordination.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Coordinate the delivery of the Expanding Impact of Vision Mātauranga Fund programme of work
- The Property System Leadership programme of work is planned and coordinated using robust programme / project management disciplines.
- A detailed timeline is planned and maintained according to work stream key deliverables agreed with the Programme Director and Programme Leads including scheduling and tracking of tasks.
- Work stream deadlines are tracked and any operational risks to delivery are identified and escalated to the Programme Director.
- Critical dependencies between work streams are analysed and appropriate actions are recommended to the Programme Director.
- Risk, issue and change registers are maintained and kept up to date.
- Risks and issues are identified and escalated appropriately in time to take effective action.
- Competing priorities between work streams are identified and escalated appropriately to ensure key deliverables are kept on track.
- Secretariat support is provided to support the smooth running of governance, operational and delivery meetings including organising logistics, collating agendas, minutes, and meeting papers.
- Effective dashboards and reports for the Property System Leadership programme are developed and maintained to give the Programme Director and work steam groups visibility of progress against high level milestones.
- Documentation is maintained for key processes and decisions made in the programme; eg memos, decision papers, minutes. Quality and assurance documentation is recorded to ensure a full audit trail.
- Ability to operate as an effective team member as well as providing leadership of the process.
Leadership of best practice in investment process planning and coordination for the SSIP Branch
- Project planning and coordination capability gaps in the Property System leadership programme are identified by working collaboratively with the Programme Director.
- Advice, training, and mentoring is provided on best practice in project planning and coordination.
- Standard templates used in project planning and process management are developed and maintained for others to use.
- Advice on best practice information management and documentation practices is provided.
- Team colleagues are supported, and best practice is peer reviewed as requested.
Leadership for business improvement initiatives across the Building, Resources and Markets branch
- Working with colleagues in the across the Government Property Group branch, a continuous improvement culture is championed.
- A strategic view of programme / project delivery across the branch is taken to ensure all programmes are managed according to best practice.
Relationship Management
- Relationships are maintained across a variety teams and branches and key individuals. Multiple relationships are drawn on to exchange ideas, resources and know-how and a network of contacts is built.
- Purposeful relationships with external stakeholders and MBIE staff are managed collaboratively to ensure effective process implementation.
Wellbeing, health and safety
- Displays commitment through actively supporting all safety and wellbeing initiatives.
- Ensures own and others safety at all times.
- Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
- Reports all incidents/accidents, including near misses in a timely fashion.
- Is involved in health and safety through participation and consultation.
Tō tūranga i roto i te Manatū – Your place in the Ministry
The Senior Programme Coordinator position reports into the Programme Director within the Government Property Group branch. The branch sits within the Building, Resources and Markets group.
To mātou aronga – What we do for Aotearoa New Zealand
Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.
To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.
As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).
Ngā matatau – Our competencies
Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.
Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.
Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.
Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.
Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.
Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.
Te Tiriti o Waitangi
As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.
Mahi i roto i te Ratonga Tūmatanui – Working in the public service
Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.
In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.
What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission
