Senior Programme Coordinator

Tēnei tūranga – About the role

The Senior Programme Co-ordinator, working closely with the Programme Manager, will be a critical role ensuring the commitments made by government and industry in the Construction Sector Accord are delivered. The Accord Transformation Unit (ATU) will plan and coordinate delivery of the second generation Construction Sector Transformation Plan. The plan is made up of a number of initiatives which will be delivered by entities across the sector, both from government and industry. The ATU will provide steering and coordination, ensuring that activity is well planned, coordinated, communicated, with risks and benefits managed appropriately.

The Senior Programme Co-ordinator will support the multiple Accord priority areas by leading and advising, informing, monitoring progress, raising issues, supporting project management activities and reporting on workstream deliverables. Whilst managing all aspects of programme coordination, financials and reporting, the Programme Co-ordinator will use their extensive project delivery knowledge to guide projects through the various governance and approval gates to ensure the Transformation Plan is delivered in a transparent, efficient and impactful way.

The Senior Programme Co-ordinator will adopt a flexible approach, given the need to work effectively in a fast-paced environment and manage a high volume of activity while managing to deadlines. Success in the role will also require excellent management of risks and issues, and a solid understanding of project management methodologies, including PRINCE2 or equivalent. 

Ngā herenga – Requirements of the role

Personal specifications

• Five (5) years’ experience in programme and/or project coordination roles preferred.
• Examples of practical application of project management principles in a government environment with successful outcomes would be preferred.
• Experience in establishing programme and project processes and templates for a newly established programme or project.
• An understanding of change management principles and how these should be applied to maximise successful outcomes.
• 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 Word.
• Experience with using MS Project Server.
• Knowledge or qualification in project management, preferably PRINCE2 certified.
• Delivery focussed.
• Well organised with excellent planning skills.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivers quality results which contribute to the Ministry’s outcome.

• Contributing to the day-to-day work of the team.
• Implementation of processes that actively support and contribute to the achievement of the Accord’s second generation Construction Sector Transformation Plan.

Project management and coordination

• Take a lead role in the mechanics of programme organisation, resources, methodology, processes, tools and disciplines for project teams.
• Support the Programme Manager and Transformation Director to ensure oversight of programme budgets, timelines and dependencies
• Provide financial management for project budgets.
• Lead the establishment of processes and co-ordination to support the delivery of the Transformation Plan and the individual initiatives that form the overall plan
• Provide secretariat, logistical and management advice and support to the Accord Steering Group, governance groups and relevant working groups to the programme.
• Ensure that conflicts of interest are managed appropriately.
• Ensure that all legal and HR requirements are met for the project.
• Provide administrative support to projects or processes as necessary.
• Identify and escalate risks and issues when appropriate and maintain the associated registers.
• Contribute to the optimisation of the templates used in project planning and project management.

Information and Process Management

• Advise on best practice information management practices and documentation processes
• Coach and mentor staff in the use of information management for relevant projects and processes
• Identify and action process improvements.
• Hold master copies of all project information in the appropriate templates
• Design and implement project information management, both physical and electronic.
• Maintain the links and alignment between key project documents.
• Generate all necessary quality and assurance management documentation for a full audit trail.
• Maintain, control and update project documentation

Planning, tracking, quality, change control and reporting

• Advise on and provide project planning, tracking and reporting services, including programme contract management.
• Analyse interfaces and critical dependencies between projects and recommend appropriate actions to the project owner.
• Support meetings – organising agendas, minutes and meeting papers for Management and Governance meetings.
• Contribute to improvements and increased consistency in practices and standards to monitor and report on compliance with project governance arrangements, with a particular focus on project authorisation, planning, reporting, and change control and risk management.
• Ensure that reporting to Ministers and other senior stakeholders is of an appropriate frequency, quality and accuracy.
• Provide support to the implementation of a framework for the commissioning of projects and initiatives, to support prioritisation and funding decisions.
• Support the Programme Manager and Transformation Director to translate the objectives, priorities and deliverables set by the Accord Steering Group into a programme plan that ensures delivery.

Relationship Management

• Manage constructive working relationships with work colleagues and external stakeholders to enhance understanding and cooperation needed to achieve desired results.
• Participate as an active team member and contribute knowledge and expertise needed to achieve MBIE’s outcomes.
• Build and maintain effective relationships and partnerships with internal and external stakeholders, as necessary, in order to ensure project deliverables are identified and managed.
• Develop effective working relationships with other MBIE managers and staff in order to monitor and report against delivery of the Transformation Plan.
• Develop effective working relationships with other agencies and stakeholders involved or impacted by the programme.
• Represent whole-of-Ministry views and protects its reputation in any external interactions.

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 Senior Programme Coordinator position reports into the Programme Manager within the Digital, Communications and Transformation 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 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