Programme Coordinator

Tēnei tūranga – About the role

The Programme Coordinator is a key role within MBIE’s Tautoro Economic Strategy branch that will be responsible for supporting the efficient and effective delivery of a number key high-profile and multi-faceted projects led by two teams: Langa Le Vā Pacific Policy team and the Climate and Economic Policy team. The Programme Coordinator will also support the Director, Climate Change.

Working closely with the Manager Pacific Policy and a team Project Manager, the Programme Coordinator will lead and facilitate coordination across projects providing critical support to ensure stakeholder management, reporting and communications are seamless and systematised, developing timelines, creating schedules and spreadsheets to track budgets and milestones and organising contracts, financial reporting and invoices and performing administrative duties to ensure projects are completed on time and within budget. In addition, the Programme Coordinator will support both event planning and management, while also providing secretariat support for governance and advisory groups, coordination of meetings and stakeholder engagement activities, and administrative support for the team and work programme. The Programme Coordinator will also support the effective delivery of projects led within the Climate and Economic Policy team.

Key current areas of work include:

• Supporting the operationalisation of Programmes, Strategy and contract involving a range of agency and provider stakeholders. This will include updating project and financial documentation and reporting, receipt of contract reports and updating of the monitoring spreadsheet, risk register, and stakeholder tables. Tasks will also include meeting management and secretariat support for MBIE meetings with initiative partners and the initiative’s governance group.
• Providing administrative support to Langa Le Va and the Director Climate Change.

Ngā herenga – Requirements of the role

Skills and experience

• Preferably 3–5 years’ experience in project or programme coordination, administration or related area ideally in government
• Demonstrated experience in supporting project teams maintaining project plans, project finances and status reports
• Significant proficiency with Microsoft Office applications and the ability to learn new systems
• Excellent organisational skills and attention to detail as well as the  ability to develop and implement fit for purpose, innovative systems, processes and documentation
• Excellent communication (written, visual and oral) skills, including ability to summarise and convey key points from large amounts of information.
• Understanding of Pacific communities and organisations  
• Excellent interpersonal and relationship management skills
• Ability to work effectively in a highly collaborative environment across two teams and one director
• Provide any other coordination and administrative support including maintaining a forward-looking calendar of meetings, papers actions and approvals
• Provide diary and email management for the Director Climate Change

Qualification

• A tertiary qualification or a professional qualification in a relevant field is desirable

Other

• Must be a NZ citizen or hold the right to live and work in New Zealand

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

• Works closely with relevant managers in providing programme coordination and planning support
• Implements fit for purpose, innovative systems, processes and documentation to allow effective planning and oversight of multiple projects
• Develops effective systems for managing and tracking project status reports and other updates on progress from project leads across the programme of work
• Analyses and makes sense of initiative and project data to draw out key issues, co-dependencies and risks
• Coordinates activities and tasks, understand a project’s planning and management processes, being able to create and pull together schedules, checklists and Gantt charts and budgeting spreadsheets of the project.
• Provides secretariat support to governance and advisory group meetings – including maintaining forward agenda, booking meetings, preparing meeting documentation, recording succinct and accurate meeting minutes, and following-up on actions.
• Identifies risks and issues, escalates to leadership, as needed, and maintains the associated registers.
• Ensures information flows freely within and between the team and stakeholders, including analysing information or data on the basis of priority or relevance.
• Provides support for organisation of events and meetings, including invitations, room bookings, catering, logistics, audio visual support, etc  
• Provides administrative support (including diary management) as needed, including processing of invoices and payments, supporting contract management, arranging travel, ordering and purchasing equipment, liaising with facilities and ICT, assisting with recruitment, and other duties as required.
• Contributes to continuous improvement of the programme and team’s processes.

Work management

• Takes responsibility of workload, prioritises work in line with key programme outcomes and timeframes, and uses project planning and management techniques to effectively to carry out the agreed work
• Identifies pressure points and risks for escalation and is good at self-managing conflicts that arise, using initiative to resolve and coordinate work with others
• Is well organised, plans systematically, regularly monitors and reports on progress towards achievement of plans and goals
• Undertakes multiple pieces of work concurrently and actively and independently plans and manages workload

Relationship management

• Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes
• Develops effective working relationships with MBIE managers and staff in order to transfer knowledge and learning from the team to the wider organisation
• Builds and maintains effective relationships and partnerships with stakeholders to identify and share best practice information and promote the programme’s goals
• Represents whole-of-Ministry views and protects its reputation in any external interactions

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 Programme Coordinator position reports into the Langa Le Vā Pacific Policy Team and the Climate and Economic Policy Team within the Tautoro branch. The branch sits within the Te Waka Putahitanga 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