Senior Investment Coordinator – Tourism

Tēnei tūranga – About the role

The Senior Investment Coordinator in the Investment Management and Performance (IMP) team (Tourism) provides specialist business support and process leadership for the coordination and implementation of funding processes and contract administration for MBIE’s Tourism investment portfolio.

Across the Ngā Haerenga NZ Cycle Trails Fund, Tourism Infrastructure Fund, Tourism COVID-19 support packages and MBIE Tourism’s events-related funding, the Senior Investment Coordinator will make a valuable contribution to maximise investment operations to meet New Zealand’s economic, social, and environmental goals.

The Senior Investment Coordinator is responsible for ensuring quality funding and contracting advice and practice is maintained and ensuring systems and processes are efficient and effective.

Ngā herenga – Requirements of the role

Personal specifications

• Experience in leading business process support, in particular government grants management.
• A depth of understanding of best practice funding and contracting practice and Government obligations for these.
• The ability to communicate effectively and manage positive relationships with people at all levels in the organisation.
• An eye for detail and a high level of accuracy.
• A proactive work style and customer service focus.
• Comfortable with ambiguity and solutions focussed attitude.
• Flexibility and adaptability in the face of uncertainty, and ability to work at pace when needed.

Qualifications and Experience

• A relevant tertiary business qualification is desirable or extensive (at least five years) and comparable relevant experience.
• Significant administrative or grant funding experience.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Indicators of success

The Senior Investment Coordinator will be required to deliver results in the following areas, as well as other deliverables/tasks/activities from time to time based on the needs of the Business:

Contribute to the development of new investment process

• Provide quality advice to the other teams in the Tourism branch during the planning and development of any new investment processes to ensure these can be operationalised efficiently by the IMP team.
• Liaise with MBIE’s finance and Legal teams as needed in the development of new investment processes.

Implement investment processes

• Support the Principal Investment Coordinator/s in the implementation of new and existing investment processes in the Tourism branch.
• Ensure investment processes are documented and followed, record keeping protocols are in place and followed and key documentation is maintained.
• Identify and escalate risks in relation to investment processes, maintain risks registers and develop and implement risk mitigation processes.
• Assist with and/or lead on the development of investment documentation such as the development of detailed timelines, process documentation (e.g., flowcharts), calls for proposals, application guidelines, application forms, web content, assessment guidelines and contracting documentation. Develop and maintain template documentation as required.
• Organise and provide logistical support as needed to assessment panel meetings and funding evaluation processes.
• Liaise with MBIE Comms and/or the Ministers office as needed regarding any funding announcements.

Manage and monitor investments

• Familiarity with best practice Government contracting and funding requirements and an ability to review and draft contracts/funding agreements, using MBIE templates, in consultation with MBIE Legal and funding recipients
• Undertake effective contract monitoring by ensuring that MBIE-funded third parties are meeting their obligations, including reviewing reports and ensuring these are acceptable prior to making progress payments.
• Comfort with learning and using the Ministry’s Investment Management System (IMS) (or its replacement system) and be able to configure contracts and manage workflow in IMS and develop and maintain a depth of understanding of the system.
• Identify and escalate risks to Principal Investment Coordinators or the Manager, in relation to the work.

Advice and reporting

• Prepare written advice and/or provide peer review and proofing of advice for decision makers and the Minister including Briefings, Memoranda, Aide Memoires and any other ad hoc advice or information as required, regarding MBIE’s Tourism investments.
• Prepare and support the creation of financial information/reports as required to ensure that fund budgets are effectively managed.
• Prepare or provide information for responses to Parliamentary Questions, OIAs and other correspondence as required.
• Liaise with Auditors to provide information as required.

Team contribution

• Work co-operatively and effectively with others to achieve team and branch goals.
• Participate in team discussions, assist in the identification of solutions, and resolution of issues and problems.
• Support colleagues and peer review/ proofread work as requested.
• Guide and mentor Investment Coordinators to improve their technical expertise and practice.
• Identify and implement business improvement initiatives for the IMP team.
• Lead the development of and compliance with QA systems, assurance processes and performance standards for the IMP team.
• Lead discussions with the team about the implementation of best practice investment processes.

Relationship management

• Maintain relationships across a variety of functions in the Ministry. Draw upon multiple relationships to exchange ideas, resources and know how. Actively seek to build and develop a network of contacts.
• Provide excellent customer service to external stakeholders and funding recipients.
• 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 Senior Investment Coordinator position reports into the Manager Investment Management Performance, Investment Management Performance within the Tourism branch. The branch sits within the Labour Science and Enterprise, LSE 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