The Portfolio Management Office (PMO) Lead
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Tēnei tūranga – About the role
The Corporate and Digital Share Services (CDSS) Group works in partnership with MBIE’s business groups to enable them to deliver their objectives and portfolio obligations. CDSS support the stewardship obligations of the organisation including its medium and long-term sustainability, finance, health, capability, and capacity.
The Portfolio Management Office (PMO) Lead reports to the Manager of Portfolio Management Office in the Enterprise Portfolio Management Office (EPMO). The EPMO is a business unit in the Strategy, Technology and Security branch in CDSS. The EPMO business unit is responsible for the establishment of project governance frameworks and processes, supporting project delivery and monitoring, development of practice standards and lifting project capability across MBIE.
The PMO lead provides specialist expertise, strategic advice and support in project, programme, and portfolio management (P3M) governance, assurance, and project standards and practices. They work closely with the Manager of Portfolio Management Office, business groups and project managers to ensure the smooth operation of the project delivery framework and governance lifecycle from initiation through to delivery and closure.
Ngā herenga – Requirements of the role
Personal specifications
- At least 5+ years as a Project Manager or within a project or programme environment managing complex, multi-vendor projects and stakeholders.
- Significant experience and knowledge operating in a PMO or EPMO environment.
- Experience establishing a high performing PMO assurance function
- Proven knowledge and experience leading the implementation and improvement of P3M delivery frameworks and supporting governance structures.
- Leadership experience in the design, implementation, oversight and support of project, programme, and portfolio governance groups.
- Relevant project and/or programme management certifications e.g., PRINCE2, MSP, Portfolio Management, PMI, Agile.
- Detailed knowledge and experience of project quality assurance and control methodologies and their effective practices. Experience in developing and maintaining a portfolio assurance dashboard.
- Experience leading the response to internal and external audits and independent quality assurance needs and recommendations and Official Information Act requests and questions.
- Experience facilitating workshops with senior stakeholders relating to risks, benefits, assurance practice, and lessons learned.
- Proven experience in driving implementation of process and performance improvements.
- Excellent verbal and written communication skills that effectively influence a variety of audiences and stakeholders up and down the organisation.
- Proven personal drive, self-management, and self-awareness to be able to change direction when presented with constructive feedback.
- Advanced quantitative and qualitative analysis skills, using data and industry best practices to present compelling recommendations.
- Ability to lead a team on small work assignments and establish good working relationships inside and outside the organization.
- High standards of attention to detail and written English.
- Tertiary qualification in a relevant field or extensive comparable experience.
Prerequisites
- Must have the legal right to live and work in New Zealand.
- The ability to gain and maintain a national security clearance as required.
- Credit check required (Yes).
- Police vetting (Yes).
Takohanga tuhinga o mua – Key accountabilities and deliverables
Critical areas of success
- Supporting the Manager of Portfolio Management in assuring the overall integrity and coherence of MBIE’s portfolio. Represent the Manager of Portfolio Management at key engagements when required.
- Lead and ensure the compliance to standard project and programme management practices across MBIE.
- Ensure that project management artefacts are of the highest quality, clear, succinct, and meaningful to a business management audience, ensuring smooth operation of the delivery governance cycle.
- Provide input and quality assurance over portfolio management reporting and submissions to the Delivery Governance Board (DGB).
- Providing ongoing health check of the portfolio by assessing whether the projects and programmes continue to adhere to standards and contribute to the stated strategic objectives and benefits plans.
- Provide effective strategic advice about quality assurance and governance processes and practices that reflect strategies and objectives of CDSS and MBIE.
- Continuously evaluating projects to ensure they are meeting MBIE standards, adhering to budgets, and meeting deadlines and provide insights to the Delivery Governance Board on overall health of the portfolio.
- Monitor and report back to DGB on the effectiveness of quality assurance and governance processes and practices by producing a quarterly Assurance Dashboard.
- Optimise quality Assurance and Governance frameworks, measurements, and practices.
- Building strong relationship with key stakeholders.
- Support the needs of the Manager of Portfolio Management and other roles in the Strategy, Technology and Security branch.
- Actively educate, mentor and coach project managers and other members of the PMO, branch and CDSS when required on best practice.
- Ensure good change management practices are followed when implementing change that impacts people, processes, and stakeholders.
- 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.
Relationships
- Relationships with your peers, your stakeholders and your leaders are productive, communication is professional, clear and timely. Your conversations are robust, and trust is created.
- Act with integrity, actively providing advice and guidance for your leaders and colleagues, acting as coach or mentor when required – declaring conflicts of interest in a timely manner.
- Fosters an open, collaborative environment that encourages quality, innovation, on-going learning and knowledge sharing within the team.
- Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
- Maintain key relationships with project delivery practitioners, supporting roles including Capability Leads, Workstream Managers, Enterprise Portfolio Management Office teams and internal and external communities of practice.
- Coach, mentor and provide support to the peers and project team members.
- On behalf of the Crown, will act reasonably, honourably and in good faith towards Māori as Treaty partners.
Wellbeing, Health & Safety
- Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
- Ensures own and others safety at all times.
- Be aware of project team members showing signs of stress and help mitigate before it becomes an issue.
- 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 Portfolio Management Office Lead position reports into the Manager of Portfolio Management in the Strategy, Technology and Security branch. The branch sits within of the Corporate and Digital Shared Services 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
