Coordinator – Analyst

Tēnei tūranga – About the role

The Coordinator / Analyst undertakes planning, scheduling and reporting activities to ensure all relevant business initiatives activities are well supported. The Coordinator / Analyst also provides Immigration Design and Assurance (IDA) with administration support.

The Coordinator / Analyst performs a wide range of functions and will be expected to work on multiple initiatives simultaneously. Key focus areas will be supporting IDA with the coordination and communication activities related to requests for change including work programme maintenance, communicating with requestors, maintaining schedules as required, collaboration with other teams, supporting the website and product maintenance as required, reporting, risk and issue maintenance, meeting and workshop planning and minute taking. It is also expected that process documentation and flowcharting may be required as well as creating diagrams and presentations.

The Coordinator / Analyst is a key point of contact into IDA by co-ordinating multiple MBIE teams' involvement in the planning and delivery of work.

Ngā herenga – Requirements of the role

Personal specifications

• A high standard of written English.
• Excellent administration skills.
• Intermediate or higher MS Word, Excel, Visio, Project, and PowerPoint.
• Excellent communications, self-management, and interpersonal skills.
• Ability to work within a team environment and establish good working relationships.
• Able to work effectively with staff at all levels (including senior managers).
• Awareness of what constitutes effective communication.
• Familiar with process improvement.
• Experienced with reporting at team and initiative/project level.
• Is organised and can monitor and follow-up scheduled deadlines and deliverable.
• Has attention to detail to produce high quality outputs.
• The ability to gain and maintain a national security clearance as required.
• Must be a NZ citizen or Permanent Resident.
• Must have the legal right to live and work in the country in which this position resides (if the role is located outside of New Zealand.)

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

The Coordinator-Analyst will be required to deliver results that:

• Supports IDA to ensure the effective and timely delivery of the functions deliverables.
• Supports IDA staff with planning and communication activities as requested in a timely manner.
• Monitor and maintain schedules, registers and the work that comes through the Mi-Process tool.
• Support the team to ensure all decisions are documented, communicated, and filed appropriately.
• Provides regular and ad hoc business reports to the agreed quality standard, using the agreed templates and to the timetable as agreed.
• Ensure certain IDA delivery dates are maintained and those responsible for delivering the tasks are kept informed of expectations and where appropriate, escalations are actioned.
• Support IDA with scheduling and logistics, recording actions, workshop outcomes and meeting minutes.
• Support the creation of workshop materials and if possible, the documentation of process flows.
• Manage personal workload through planning, prioritisation, and review against agreed outcomes.
• Negotiates realistic deliverable timeframes and then deliver to these.
• Follow best practice standards and guidelines in all work outputs.

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 Coordinator-Analyst position reports into the SOPs Team Leader within the Immigration Design and Assurance branch. The branch sits within the Immigration New Zealand 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