Principal Advisor – PMO

Tēnei Tūranga – About the role

The Digital Data and Insights group leads, connects and strengthens MBIE's core data and insights, digital and technology capabilities.

The Partnership and Programmes branch was established to translate business strategy into action and is responsible for:

• Creating a central view of MBIE’s data and technology needs (by partnering with all business groups) enabling resources to be directed towards collective priorities.
• Development and execution of all MBIE business groups digital and technology strategies.
• Leading the delivery of MBIE’s digital programmes and projects.
• Digital product management for group specific digital products ensuring the product is up to date, well maintained and system changes for the business areas delivered.
• Serving as point of escalation for digital delivery and operational risks and issues for each business group.
• Leading the MBIE wide digital and non-digital Portfolio Management Office - supporting project managers, ensuring appropriate project controls are in place, and appropriate project level assurance is undertaken for all projects and coordinating / allocating resources for digital projects.
• Strategic partnering with MBIE’s Senior Leadership Team to maximise MBIE’s digital and technology enablement.
• Strategic advisor to the MBIE decision-making group that determines technology programme and project pipeline funding and priorities as well as reviewing portfolio performance.

Within the Partnerships and Programmes branch is the Portfolio Management team and Project Management Office (PMO). This team supports MBIE to effectively lead projects, establish standards, lift capability and provide a community of best practice with the focus being on:

• Oversight of approved projects including allocation of resourcing and oversight of stakeholder engagement frameworks, project performance, project and portfolio reporting, pipeline planning, risk and issue management.
• Improvement focus including project management standards and practices, development of project management capability, risk, issue, benefits tracking and dependency management and undertaking post project reviews with a view to continuous improvement.

The Principal Advisor, PMO reports to the PMO Manager.  The PMO team is tasked with:

• Facilitating project & programme start-up.
• Ensuring consistent, predictable delivery by maintaining project control and hygiene.
• Project management advice and guidance.
• Governance reporting and support.
• Oversight & challenge.
• Timely reporting and insights.

The Principal Advisor PMO is responsible for:

• Providing guidance and advice to project managers, business owners, sponsors and governance boards on MBIE’s portfolio, project and programme delivery frameworks and practices.
• Acting as a trusted advisor to project managers.
• Contributing to the continual improvement and documentation of project management frameworks, templates, processes and standards.
• Playing an active role in supporting project controls and hygiene checks across the project portfolio, ensuring that project management standards and methodologies are being appropriately applied and reported on.
• Peer review and feedback on project briefs, business cases, change requests, closure repots and other project management artifacts.
• Contributing to and supporting portfolio dashboard reporting on the status and health of the portfolio of projects and programmes and the key insights and trends across the portfolio.
• Championing the PMO’s position as a Centre of Excellence (CoE) for all things project, programme, and portfolio management (P3M) through the continuous improvement and promotion of the PMO functions.
• Ensuring regular communications to the project community takes place on PMO requirements, improvements, and requests for information.
• Assisting with the PMO’s continual improvements activities and seek opportunities for improvement of practice and application of project reporting, documentation and methodologies.

Ngā herenga – Requirements of the role

Personal specifications

• 5+ years’ experience working in a Portfolio or Project Management Office (PMO) and structured project delivery environments in the public or private sector.
• Knowledge and experience in project, programme and portfolio management (P3M), frameworks, governance and reporting systems using predative and adaptive methodologies.
• Strong analytical skills to review projects and their ability to deliver against plans.
• Ability to work in fluid and ambiguous situations by being flexible and adaptable.
• Strong influencing and relationship management skills with the confidence to interact and present to all levels of the organisation.
• Excellent written and verbal communication skills and ability to create short and concise information for senior management.
• Must have intermediate to advanced MS Excel skills (using data connections; pivot tables, combining data with index match, vlookup, hlookup, IF statements, etc)
• Experience in the use of Microsoft Project Server and SharePoint highly desirable
• Organised and systematic with an attention to detail.
• Ability to prioritise work and meets deadlines.
• A team player, willing to contribute as necessary to deliver project outcomes of a high standard and to drive the increasing maturity of MBIE’s delivery functions.
• Professional Qualification in Project and Programme management or other related field highly desirable.
• Must have the legal right to live and work in New Zealand.
• Required to drive (no).
• Police vetting (yes).

Takohanga Tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

• Operate the framework within which change and change resource information for MBIE will be gathered, collated, managed and reported.
• Assist MBIE projects in the capture and management of data relating to the delivery of projects and programmes.
• Ensure that the quality of information residing in the portfolio system is accurate at all times.
• Ensure the application, integration and use of Te ao Māori and Te ao Māori practices in the work of the Branch and as such MBIE; tikanga, te reo and an appreciation of the Treaty of Waitangi, Te Tiriti and the Treaty Principles.
• Foster a customer-focused culture across the Branch.

Thought Leadership

• Identify requirements, options, designs and alternatives for strategic and continuous improvement change initiatives.
• Consult on your work to identify stakeholder interests and conflicts, and develop strategies to resolve these.
• Identify risks, impacts and mitigations.
• Ensure advice given reflects the broader strategies and objectives of DDI and MBIE.

Quality

• Work with the broader Portfolio Management team to develop and implement integrated and fit for purpose project management practices and standards, and ensure the team adheres to these.
• Identify areas for ongoing improvement and contribute to the planning and delivery of the necessary changes.
• Ensure that project management artefacts are of the highest quality, clear, succinct and meaningful to a business management audience.

Relationship Management

Work collaboratively with others to support the achievement of MBIE outcomes.

• Develop strong trust based relationships with key stakeholders, both personally and throughout the project management practice.
• Proactively communicate with stakeholders, both formally and informally, keeping them fully informed, managing expectations and addressing concerns.
• Actively look for opportunities and synergies with internal and external stakeholders that focus on and meet customer needs. 
• Use a one organisation perspective when contributing to internal forums and governance bodies.
• Represent whole-of-Ministry views and protect its reputation in external interactions. 

Self Management

• Role model collaborative and collegial behaviours.
• Seek opportunities for skills development, formal and informal.
• Actively participate in the broader Portfolio Management team, accepting ownership of initiatives and activities that benefit the group as a whole.

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 Principal Advisor position reports into the PMO Manager within the Partnership & Programme branch. The branch sits within the Digital Data & Insights 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