Senior Programme Coordinator
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Tēnei tūranga – About the role
The Senior Programme Coordinator sits in the Operations Portfolio Office, in the Business Operations unit who provide group-wide portfolio support to Te Whakatairanga Service Delivery. This role provides expert advice and support to the Programme Managers of Te Whakatairanga Service Delivery’s key strategic programmes by using their extensive programme and project delivery knowledge to advise on matters such as:
- Informing and developing processes
- Monitoring project progress
- Contributing to project management
- Reporting on project deliverables
- Managing the flow of communication material
- Building and maintaining close working relationships with internal and external stakeholders
- Providing team administrative support
The Senior Programme Coordinator will bring their business and stakeholder understanding to work in partnership with the team, other teams in MBIE and other central government agencies. The position brings the discipline of good administrative practice and a high standard of coordination.
Ngā herenga – Requirements of the role
Personal specifications
- At least 5+ years’ experience in experience in Portfolio and/or Programme Management support
- Well organised with excellent planning skills
- Excellent oral and written communication skills, including a demonstrated ability to think analytically about issues and express ideas clearly with written skills that are crisp and show an eye for detail
- An advanced understanding in managing and analysing budgets at Programme level
- Ability to quickly assimilate new information or areas of work
- Can-do attitude
- Ability to quickly establish and build strong working relationships, is seen as credible and are known for their integrity
- Proven ability to develop trust and credibility with managers and peers and can influence others.
- Proven ability to use communication and information technology systems and methods including: MSWord, MS Project, MS Excel, MS Outlook, MS PowerPoint and Visio
- Technically savvy
- Can work with people across all levels of an organisation
- Versed in project, programme and process disciplines
Qualifications
- A tertiary degree in a relevant field is highly desirable
Requirements
- Must have the legal right to live and work in New Zealand
Takohanga tuhinga o mua – Key accountabilities and deliverables
Programme and Project management and coordination
- Support priority Programme Leads and Workstream Leads as required
- Contribute to project teams as a team member
- Provide expert advice on project or programme deliverables
- Provide administrative support to project, programme or processes as necessary
- Lead best practice advice on information management and documentation practices
- Lead the coordination of project or programme governance meetings including scheduling, arranging resources, production of agendas, collation of papers, recording and circulating of minutes, follow up on actions
- Develop and proactively maintain templates, planning documents and registers (including risks and issues)
- Assist team members with documentation and reporting to ensure project or programme requirements are met
- Coach and mentor team members on best practices
Planning, tracking, quality, change control, and reporting
- Provide project or programme planning, tracking, and reporting services
- Analyse interfaces and critical dependencies between projects and recommending appropriate actions to the project or programme owner or workstream lead
- Establish 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.
Relationship management
- Participates as an active team member and contributes knowledge and expertise needed to achieve outcomes
- Develops effective working relationships with other MBIE managers and staff to transfer knowledge and to the wider organisation
- Builds and maintains effective relationships and partnerships with national and international organisations (as required) to identify and share best practice information and to promote the Ministry, its products, and services
- Tests the effectiveness of stakeholder relationships using a range of appropriate measures and processes (including stakeholder feedback.)
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 Programme Coordinator position reports into the Manager Operations Portfolio Office within the Business Operations business unit in the Customer, Design and Innovation branch.
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
