Project Coordinator

Tēnei tūranga – About the role

The Project Coordinator will support a range of projects by monitoring project progress, raising issues, contributing to the project management, and reporting on project deliverables for the programme of work in the energy and resource markets branch. They will handle all aspects of project coordination, financials and reporting, and will use their project delivery knowledge to advise and guide their respective policy team on transitioning to a low-emission economy. Excellent networking and prioritising skills are required for this role, as well as managing risks and issues, and a solid knowledge of a number of project management methodologies.

Ngā herenga – Requirements of the role

Personal Specifications

• At least 2 years’ experience in project coordination roles.
• Superior organisational skills, the ability to effectively communicate ideas and information both written and orally, strong attention to detail, a can-do attitude, and the ability to work effectively across multiple projects in a fast-paced and highly collaborative environment.
• Proven track record in providing administrative and coordination support.
• Have a willingness to work in a flexible and dynamic environment, and the ability to adapt quickly depending on the changing nature and priorities of the energy and resource sector.
• Experience with using MS Project Server.
• Good oral communication skills.
• Good written skills that are crisp and show an eye for detail.
• Knowledge or qualification in project management, preferably PRINCE2 certified.
• Able to influence others with strong relationship management skills.
• Ability to work with people across all levels of an organisation.
• Delivery focussed.
• Versed in project and process disciplines.
• Must be a New Zealand Citizen or hold a residence class visa.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivers quality results which contribute to the Energy and Resource sectors outcomes

• 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.
• Maintain documentation of all processes and agreements that inform decisions that are made about science funding.
• Hold master copies of all project information in the appropriate templates.
• Design and implement project information management, both physical and electronic.
• Keeps process information up to date.
• 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.
• Contributing to the day to day work of the team.
• Delivery of Enablement branch projects, programmes and portfolio that actively support and contribute to the achievement of the Ministry’s outcomes and that deliver to the needs of internal and external stakeholders.

Project management and coordination

• Take a lead role in the mechanics of project organisation, resources, methodology, processes, tools and disciplines for project teams.
• Support project management role(s) consistently.
• Lead the coordination activities with other projects as required.
• Provide meeting secretariat and management advice and support, and contribute to project teams as a team member.
• Provide financial management for project budgets.
• 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 where needed risks and issues and maintain the associated registers.
• Maintain the list of project stakeholders and their interests.
• Contribute to the optimisation of the templates used in project planning and project management.

Planning, Tracking, quality, change control and Reporting

• Provide project planning, tracking and reporting services.
• Analyse interfaces and critical dependencies between projects and recommend appropriate actions to the project process owner.
• Support meetings – organising agendas, minutes and meeting papers for Management and Governance meetings.
• Contribute to the improvements in consistent 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.

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 Project Coordinator position reports into the Workstream Lead within the Enablement branch. The branch sits within the Immigration Enabling 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