Offshore Coordinator
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Tēnei tūranga – About the role
The Offshore Coordinator is responsible for providing vital coordination support to a global network that supports immigration decisions. This is a critical role to the effective operation of the offshore network, including the Risk and Verification (R&V) function within the Verification and Compliance Branch of Immigration New Zealand and the INZ managers assigned or seconded offshore. This role also provides an executive support function to the National Manager of R&V.
Ngā herenga – Requirements of the role
Personal specifications
- Experience in administration, travel support and human resource environments.
- Experience in a support role in government or non-government agency, including coordination of travel arrangements and administrative requirements for overseas travel and postings.
- Experience in providing executive support to senior management.
- A sound knowledge of administrative practices, including finance, HR, insurance and offshore property matters.
- Good appreciation of quality service delivery.
- Experience in Microsoft Office suite of applications.
- A high standard of written and oral communication skills, including the ability to communicate effectively and professionally by telephone, email, written correspondence and face-to-face.
- Ability to work effectively as a member of a team to achieve overall results.
- Excellent organisational skills, with an ability to work without supervision and prioritise and manage high workloads in sometimes challenging situations and to meet deadlines.
- Excellent judgment and an ability to make quality decisions and escalate issues early when necessary.
Technical skills
- Clear and accurate presentation of statistical, written and clerical reports.
- Windows experience (Word, Excel, Outlook skills).
- Develop and maintain knowledge of the purpose and activities of the Immigration group.
- Ability to understand visa and travel requirements for other countries.
- Fluent ability to communicate both verbally and in writing.
Customer
- Can proactively identify, meet or exceed customer needs.
- Ability to build and maintain positive relationships with internal and external stakeholders.
- Ability to discreetly deal with personal information.
Self-management
- Ability to perform a range of tasks under competing demands with minimal supervision.
- Ability to organise and prioritise workloads effectively to ensure high quality results within deadlines.
Other
- Must be a NZ citizen or hold a permanent residence class visa.
Takohanga tuhinga o mua – Key accountabilities and deliverables
- Provide high level of accurate and timely coordination services to managers assigned offshore or repatriated back to New Zealand in accordance with the Offshore Assignment Manual.
- Provide guidance on a wide range of queries relating to the application of the Offshore Assignment Manual.
- Provide executive administrative support to the National Manager Risk and Verification.
- Work with People & Culture to provide current location information for offshore postings.
- Support with the refinement of the Offshore Assignment Manual.
- Work to provide a high level of pastoral care to offshore managers and their families.
- Develop and maintain key knowledge of diplomatic processes to support and manage positions and people offshore.
- Effectively maintain all assignment and offshore manager information for day to day and regular reporting purposes.
- Provide data and reports to all interested parties as requested.
- Manage the filing of records, including liaising with internal and external stakeholders relating to files held offsite and information being requested from other parts of MBIE.
- Support other teams in INZ and MBIE to manage information requests in accordance with Privacy Act and Official Information Act policies and ensure appropriate records are maintained.
- Coordinate the process to assign, reassign, or repatriate managers including:
- Coordinate and make travel arrangements
- Coordinate diplomatic and visa application process
- Arrange temporary accommodation onshore and offshore
- Facilitate the process of acquiring longer term offshore accommodation
- Liaise with insurance providers regarding insurance for offshore managers
- Liaise with NZ Inc. agencies regarding pre-departure briefings
- Coordinate the process for the shipping and storage of personal effects
- Coordinate and approve other incidental costs in accordance with the Offshore Assignment Manual
- Support to senior HR advisors to calculate offshore allowances.
Wellbeing, health and 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 Offshore Coordinator position reports into the National Manager Risk and Verification within the Immigration Risk and Border branch. The branch sits within the Immigration New Zealand 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
