Senior Project Coordinator

Tēnei tūranga – About the role

Reporting to the Capability Lead – Project Coordination, the Senior Project Coordinator will support large projects or a number of smaller projects by leading and advising, informing, monitoring progress, raising issues on investment process, contributing to the project management and reporting on project deliverables.

The Senior Project Coordinator will work closely with their assigned business units and be cross functionally orientated within the Solution Delivery organisation as well as the broader Partnership and Programmes branch. This will be on a daily basis and include building strong working relationships built upon trusted advice and successful delivery.

They will also work closely with the relevant portfolio and business relationship managers for successful delivery of both ICT projects and business projects with an ICT component.

Whilst managing all aspects of project coordination, financials and reporting, the Senior Project Coordinator will use their extensive project delivery knowledge to advise and guide the project team through the various gates to truly assist in the delivery of the project.

Excellent networking and prioritising skills, managing risks and issues and a solid knowledge of a number of project management methodologies including PRINCE2 and Agile.

Ngā herenga – Requirements of the role

Personal specifications

Skills and Experience

• In depth knowledge and at least 5+ years’ experience in Project Coordination working across large scale ICT projects.
• Knowledge or qualification in project management, preferably PRINCE2 certified.
• Well versed in project and process disciplines.
• You are well networked and respected.
• You have shown an ongoing commitment to own professional development.
• Proven ability to develop trust and credibility with peers.
• Well organised with excellent planning skills.
• Ability to work with people across all levels of an organisation.
• Excellent communication skills – both verbal and written particularly business writing and reporting.

Prerequisites

• You have a tertiary qualification in a relevant subject or equivalent in work history.
• Must have the legal right to live and work in New Zealand.

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.
• Delivery of ICT, Solution Delivery branch projects, programmes and portfolios 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 co-ordination of investment processes and coordination 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 up to several million dollars.
• 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.

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.
• 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.

Planning, Tracking, quality, change control and reporting

• Advise on and 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.

SFIA

The Senior Project Coordinator requires SFIA Competency Level 3, indicating a sound of organisational understanding is required to deliver the effective outcomes of this role within the wider business.

Capability level

Autonomy

Works under general direction. Uses discretion in identifying and responding to complex issues and assignments. Receives specific direction, accepts guidance and has work reviewed at agreed milestones. Determines when issues should be escalated to a higher level.

Influence

Interacts with and influences colleagues. Has working level contact with customers, suppliers and partners. May supervise others or make decisions which impact the work assigned to individuals or phases of projects. Understands and collaborates on the analysis of user/customer needs and represents this in their work.

Complexity

Performs a range of work, sometimes complex and non-routine, in a variety of environments. Applies methodical approach to issue definition and resolution.

Knowledge

Has a sound generic, domain and specialist knowledge necessary to perform effectively in the organisation typically gained from recognised bodies of knowledge and organisational information. Demonstrates effective application of knowledge. Has an appreciation of the wider business context. Takes action to develop own knowledge.

Business Skill

Demonstrates effective communication skills. Plans, schedules and monitors own work (and that of others where applicable) competently within limited deadlines and according to relevant legislation, standards and procedures

Contributes fully to the work of teams. Appreciates how own role relates to other roles and to the business of the employer or client. Demonstrates an analytical and systematic approach to issue resolution. Takes the initiative in identifying and negotiating appropriate personal development opportunities. Understands how own role impacts security and demonstrates routine security practice and knowledge required for own work.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Senior Project Coordinator position reports into the Capability Lead Project Coordination within the Partnerships and Programmes branch. The branch sits within the Digital Data and Insights group.

More information about MBIE’s structure(external link)

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