Programme Coordinator

Tēnei tūranga – About the role

The Programme Coordinator is a team member position in the Programme and Business Support team within the System Performance and Implementation Team.

The Programme Coordinator will:

• Provide programme and/or project coordination support to governance groups, or to Managers, Principal Advisors, and Team Managers/Leaders responsible for leading programmes or projects within the branch for the full lifecycle of projects and programmes.
• Ensure effective programme and project risk and issue tracking and maintaining records of them.
• Coordinate programme and project status reporting and dashboards on priority work programmes or projects for responsible managers or governance groups.
• Support post-project reviews and continuous improvement initiatives for programme and project management.
• When required, provide coordination support for building system governance groups and advisory panels. Includes setting up and maintaining contract management arrangements and tracking of invoices, taking meeting minutes and action points.
• Coordinate support for business operations including ministerial servicing (i.e. weekly reports coordination), coordinating budget, building and resource tracking and reporting.
• Provide stakeholder engagement coordination support, and other internal coordination and administrative activities, which may include managing mailboxes and calendars.
• Support the Manager Programme and Business Support in developing and implementing programme/project processes, practices and tools.

Ngā herenga – Requirements of the role

Personal specifications

• Two (2) plus years’ experience in project or programme coordination or team administration roles.
• Experience in establishing processes and templates.
• Able to influence others with strong relationship management skills.
• Ability to work with people across all levels of an organisation.
• Excellent written and oral communication skills, with an eye for detail.
• Practical proficiency in MS Excel, MS Visio and MS
• Experience, or ability to learn and use, reporting dashboards, such as those created in Power BI, is desirable.
• Familiar with or ability to learn and use project management software (MS-Project, MS Project Server etc)
• Well-organised with excellent planning skills.
• Ability to appropriately manage issues and risk registers.
• Understands the public sector, the Ministry’s role and an understanding of the mechanics of government.
• Working towards or has a recognised professional qualification in programme or project management methodologies, such as PRINCE2.
• Must have legal right to live and work in New Zealand and be able to satisfy the Ministry’s security clearance requirements

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

• Help drive quality and consistency on priority work programmes or projects, and on the business activity.
• Support the development of programme or project management systems, tools, and processes to manage and report on branch programmes and projects, which will be maintained by the Programme and Business Support team.
• Work flexibly, able to work in a fast‑paced environment, and manage a high volume of activity while meeting deadlines.
• Able to create and maintain effective management of programme documentation.
• Support the Programme and Business Support Manager with developing and implementing programme/project processes, practices and tools.
• Demonstrated willingness to build personal capability in project management tools or methodologies and to adapt effectively to new and emerging tools.

Deliver work programme outputs

• Well organised, plans systematically, regularly monitors and reports on progress towards achievement of plans.
• Effectively and consistently identifies and manages risk, alerting manager to potential problems/risks well in advance and proposing solutions.
• Knows when to work alone and when to seek advice and identifies resources necessary to meet objectives of self or team.

Cultivates Innovation

• Coming up with useful ideas that are new, better or unique
• Challenging the status quo
• Introducing new ways of looking at problems
• Generating and adopting new and creative ideas, and putting them into practice
• Encouraging diverse thinking to promote and nurture innovation

Nimble Learning

• Learning as we go, when facing new situations
• Experimenting to find new solutions
• Taking on the challenge of unfamiliar tasks
• Extracting lessons learned from failures and mistakes
• Being flexible and responsive to changes in requirements
• Identifying personal learning opportunities
• Finding own solutions where possible

Manage constructive working relationships

• Working co-operatively with others across MBIE, the public sector and external stakeholder groups to achieve shared objectives
• Balancing competing interests and priorities appropriately and in line with MBIE’s priorities
• Identifying, engaging early and partnering with relevant stakeholders to get work done
• Crediting others for their contributions and accomplishments
• Gaining trust and support of others

Wellbeing, health & 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 Programme Co-ordinator position reports into the Programme and Business Support Manager within the System Performance and Implementation team in the Building Systems Performance branch. The branch sits within the Building, Resources and Markets group.

More information about MBIE’s structure

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 New Zealand for All.

To Grow New Zealand for All, we put people at the heart of our mahi (work). 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