Investment Coordinator – Investments Operations Team

Tēnei tūranga – About the role

The Investment Coordinator leads planning and coordination of funding/investment rounds, and provides specialised business support and process leadership for funding processes and contract administration for MBIE’s science grant investment portfolio.

Working in partnership with Investment Managers, the Investment Coordinator will make a valuable contribution to maximise investment operations to meet New Zealand’s economic, social and environmental goals.

Ngā herenga – Requirements of the role

Personal specifications

• A proven track record of experience in project planning and coordination and business processing support. Experience in government processes, and funding operation and contracting areas is desirable.
• Experience in learning and using complex systems. Previous relevant technical experience is beneficial.
• A pro-active, solutions focused work style with a strong customer service focus and delivery.
• Great attention to detail and a high level of accuracy.
• Strong organisational skills, with a proven ability to manage competing priorities and meet deadlines without compromising quality.
• Ability to communicate effectively (written and verbally) with a wide range of stakeholders, both internal and external.
• Good relationship management and collaboration skills, able to manage positive relationships with people at all levels in the organisation.
• Be comfortable with ambiguity that change brings as we remain agile to a changing funding environment, demonstrating your resilience, multi-tasking skills and experience.

Qualifications and experience

• School level qualification or higher and be able to demonstrate 2-4 years’ administrative or grants funding experience.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivery

The Investment Coordinator will be required to deliver results in the following areas:

• Lead the timeline planning for and coordination of funding/investment rounds from inception to finish, using project management principles.
• Develop a detailed timeline in consultation with Fund Lead/Investment Managers to ensure all tasks are captured and tracked as the process progresses.
• Coordinate funding enquiries and provide technical support to applicants needing help submitting their funding applications to MBIE’s online funding system.
• Organise and provide logistical and administrative support to assessment panel meetings to evaluate funding applications.
• Liaise with funding applicants to confirm details of new funding agreements and ensure pre-contract conditions are satisfied before a contract is offered.
• Work with Investment Managers and Legal team to draft, peer review contracts and coordinate contract execution.
• Participate in the planning and development of any new investment round/processes to ensure the processes can be operationalised efficiently by the Investment Operations Team.
• Work with Fund Leads/Investment Managers to understand requirements for configuration of funding application, assessment, contract and reporting templates in the Ministry’s online funding system. Configure the templates to ensure they are fit for purpose.
• Manage workflows in the system to ensure funding operations are run efficiently and data integrity is maintained.
• Work with Fund Leads/Investment Managers and Service Design and Reporting Team to advise on the operational content in external funding documents (e.g. Call for Proposals, application forms, Assessment Guidelines and user guidelines for online funding system) to information presented is correct within the agreed business rules.

Provide contract administration services

• Coordinate and process contract variations.
• Coordinate and support contract review processes to ensure logistics for review panels are organised and supported.
• Manage processing of contract payments to ensure contractual and probity obligations are met before processing.
• Prepare and support financial information when required to help manage the fund budgets.

Provide high quality general administration services

• Ensure the smooth running of investment rounds/processes.
• Ensure key documentation is accurate and filed to ensure information regarding investment funding processes can be easily retrieved.
• Deliver basic reports and analysis for planning, running, and reviewing investment funding processes.
• Research and collate information for responding to Parliamentary questions, OIA and other correspondence.
• Provide excellent customer service to external stakeholders by working in partnership, monitoring, and responding to enquiries through the 0800help line and system support email account.
• Identify and escalate risks to Senior Investment Coordinator or Team Leader in relation to investment funding processing.
• Liaise with Auditors to provide information as required.
• Comply with QA systems, assurance processes and performance standards set for the core investment operations functions.

Team contribution

• Work co-operatively and effectively with others to achieve team and branch goals.
• Actively participate in team discussions, assist in identifying solutions and resolution of issues and problems.
• Support colleagues and peer review work as requested.
• Participate in discussions with the team to identify opportunities for business improvements and assist in implementation of the initiatives.

Relationship management

• Maintain relationships across a variety of functions. Draw upon multiple relationships to exchange ideas, resources and know how. Actively seek to build and develop a network of contacts.
• Lead collaborative and purposeful relationships with external stakeholders and staff within MBIE to ensure effective process implementation.

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 Investment Coordinator position reports to Team Leader, Investment Process and Coordination in the Investment Operations Team within the Science System Investment and Performance Branch. The Branch sits within the Labour, Science and Enterprise 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