Project Coordinator
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Tēnei tūranga – About the role
The Project Coordinator will primarily support the Branch Operations team, but also the wider New Zealand Government Procurement branch generally by providing coordination and administrative functions to ensure the successful delivery of the market performance work programme, and any branch wide reporting and governance needs.
The Project Coordinator will work in conjunction with the Senior Operations Advisor and Team Lead PA/Admin responsible for the Team Administrators taking a lead in:
- Project/programme management support to the NZGP team including project status, task, and budget monitoring and reporting; meeting minutes and action points; and developing and implementing project management processes and practices.
- Secretariat support and coordination of relevant Steering Group and other governance activities as needed.
- Coordinating NZGP governance reporting , and other branch reporting,
- Maintenance of the branch risk register, and project specific risk register establishment and maintenance.
- Establishment and maintenance of work programmes, and any other business management activities as needed.
- Serving as the front of knowledge, advice and support for project processes and business management activities for the branch.
- Supporting the processing of agreements and contracts including invoicing and payment responsibilities.
Ngā herenga – Requirements of the role
Personal specifications
- Superior organisational skills to ensure multiple streams of work run smoothly.
- Strong attention to detail with the ability to develop and implement fit for purpose, innovative systems, processes and documentation.
- Excellent communication (written, visual and oral) skills, including ability to summarise and convey key points from large amounts of information.
- Ability to analyse problems to identify issues, options, strategies and solutions.
- High attention to detail and accuracy in written and numerical work.
- Excellent interpersonal and relationship management skills, and confident in working with senior leaders.
- Ability to work effectively in a highly collaborative team environment to enable decision making and ensure tasks and actions are completed in a timely way.
- Significant proficiency with Microsoft Office applications and general troubleshooting.
- Experience in project or programme management, administration or related area.
- Proven experience in developing systems and tracking processes across various teams, including the creation and maintenance of work programme documents and risk registers.
- Experience in reporting information and progress on projects that meets the needs of the audience.
- Experience in recording meeting minutes and ensuring outcomes are acted on.
- Experience working with financial management systems, including the creation and tracking of multiple project budgets, and processing contracts and invoices.
- Actively promoting the value of recording and sharing information, and ability to learn new systems and approaches.
- Knowledge and understanding of working in a government agency, with experience working in a policy setting desirable but not essential.
- Be a New Zealand citizen or hold a residence class visa.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Programme coordination and project management
Provides programme coordination and planning support:
- Gathers project status reports and other updates on progress from project leads across the programme of work.
- Analysis initiatives and project data to draw out key issues, co-dependencies and risks.
- Create and maintain ‘fit for purpose’ written reports, diagrams, and work programmes to summarise a large amount of information and convey the key points leadership needs to know.
- Implements fit for purpose, innovative systems, processes and documentation to allow effective planning and oversight of multiple projects.
- Provides secretariat support to project, programme, and governance group meetings - including maintaining forward agenda, booking meetings, preparing meeting documentation, recording succinct and accurate meeting minutes, and follow-up on actions.
- Provides other administrative support as needed, including liaising with facilities and ICT, assisting with recruitment, processing invoices, and other duties as required.
- Identifies risks and issues, escalates to leadership, as needed, and maintains the associated registers.
- Is the initial point of contact for key portfolio projects and ensures information flows freely within and between the teams and stakeholders, including analysing information or data on the basis of priority or relevance.
- Contributes to continuous improvement of the project/programme and team’s processes.
- Plans and manages the project schedule – highlighting any areas of slippage.
- Takes accountability for documentation management for the project, and ensures all project documents follow appropriate document control.
- Maintains the branch risk register, and establishes and maintains any other project/programme risk registers as required.
Work management
- Takes responsibility of workload, prioritises work in line with key programme outcomes and timeframes, and uses project planning and management techniques to effectively to carry out the agreed work.
- Identifies pressure points and risks for escalation and is good at self-managing conflicts that arise, using initiative to resolve and coordinate work with others.
- Is well organised, plans systematically, regularly monitors and reports on progress towards achievement of plans and goals.
- Undertakes multiple pieces of work concurrently and actively and independently plans and manages work load.
- Works well with little guidance – able to get a clear steer and commission from members of the team and project leads and seek steers when needed.
Relationship management
- Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
- Build and maintain key relationships across the advisory panel/working group/project team to ensure the effective running of the projects.
- Develops effective working relationships with MBIE managers and staff in order to transfer knowledge and learning from the team to the wider organisation.
- Builds and maintains effective relationships and partnerships with stakeholders to identify and share best practice information and promote the programme’s goals.
- Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
- Represents whole-of-Ministry views and protects its reputation in any external interactions.
- Develops effective working relationships across MBIE in order to remain up to date.
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 Project Coordinator position reports into the Business Manager within the Small Business, Commerce and Consumer branch. The branch sits within the Building, Resource 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
