Project Coordinator
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Tēnei tūranga – About the role
The Project Coordinator supports the Project Delivery team, and the extended Government Property Group (GPG), in the delivery of projects to the desired outcomes.
The Project Delivery team manage the New Zealand Government Property Group’s (GPG) significant, complex, challenging and/or transformational property related projects ensuring that projects are delivered within the agreed parameters of scope, time, cost, risk, and quality.
Working closely with the team, the Project Coordinator will support the delivery of projects through:
- contributing to the development of property project strategies,
- preparation of robust documentation,
- communication and engagement with multiple internal and external stakeholders and interested parties,
- influencing the best possible outcome for government,
- assisting with the management and development of information databases,
- arranging project workshops and meetings
- preparing documentation for project meetings and taking minutes,
- providing support to project managers with respect to project controls and reporting
- producing robust legal contract documentation,
- launching, implementing and ongoing performance management of contracts, suppliers, and agencies,
- ensuring a high standard of project administration and co-ordination is provided to successfully deliver the desired project outcomes.
In conjunction with the Manager - Project Delivery and the Project Managers the Project Coordinator (Property) ensures that the Government Property Group use recognised project management principles and approaches across the Branch. The role holder plays a key role in creating and maintaining project delivery templates, processes, and methodologies.
Ngā herenga – Requirements of the role
Personal specifications
- Practical experience in project administration and co-ordination.
- Excellent self-organisation skills, detailed orientated and outcome focused.
- An understanding of change management principles and application to maximise successful outcomes.
- A positive open communication style with ability to work with a wide-range of different personality types.
- Demonstrated ability to analyse project administration processes and tasks and refine delivery to derive solutions that improve and enhance project delivery.
- Good computer literacy skills and experience.
- Excellent written and oral communication skills.
- Ability and confidence to work with multi-disciplinary teams.
- The ability to work in a complex and dynamic environment.
- Experience assisting with the management of several projects concurrently.
- Experienced in MS Office suite preferably including experience with MS Project.
- Experience in working with SharePoint and/or related document and data management tools.
- Must have the legal right to live and work in New Zealand.
Qualifications
- A tertiary qualification or a professional qualification in a relevant field is desirable.
- Prince2 or other project management qualifications an advantage but not required.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Project activities are coordinated in an efficient and timely fashion
- Ensuring project reports and papers are distributed with meeting agendas and in a timely fashion.
- Sharing relevant documentation and reports with project teams in a timely fashion.
- Establishing and maintaining a project contacts schedule and calendar of meetings and key activities.
- Arranging, attending, and taking accurate minutes for project meetings (chaired by others).
- Being the point of contact for stakeholders and working groups.
- Developing an in depth understanding of project scope, controls and particulars (i.e. timeframes, budgets and financials, outcomes etc).
- Coordinating project schedules.
- Ensuring on behalf of Project Managers that resources, equipment, and IT tools are available to enable the successful delivery of projects.
Effective project administration and communication
- Creating, maintaining, and reviewing of reports and other project documents, plans and reports and using tools to update resource charts, project schedules and financial information.
- Supporting Project Managers to ensure clear communication with project stakeholders.
- Meetings and workshops are well planned and run efficiently including the production of workshop outcome documentation and action registers.
- Developing and managing administrative systems to support the successful planning and delivery of projects.
- Handling stakeholder queries / requests for information and assisting with stakeholder management.
- Working closely with other MBIE communications functions to ensure appropriate policy is followed Information and data management.
- Ensuring that appropriate version and document control is implemented across all projects.
- Acting as the key liaison point with MBIE IT Support to resolve IT issues and requirements.
- GPG project management delivery templates, processes and methodologies are stored and kept up to date in the MAKO system.
- Project information is well managed and collated within project folders and the MAKO system and kept up to date with previous versions retained in appropriate archive folders.
Financial Administration
- Provide support to Project Managers to ensure project financial reports are accurately prepared and updated.
- Assist with the preparation of project budgets and financial reports.
- Raising Purchase Orders and following up on expenses reimbursement claims.
Delivery of quality support and continuous improvement
- Actively seeking and implementing opportunities to improve project delivery from lessons learnt.
- Ensuring high quality standards for all project documentation and project controls.
- Assisting in the management of the project reporting processes inclusive of data capture and analysis of associated data.
- Actively seeking ways to enhance support to the Project Delivery team to optimise performance.
- Identify risks or issues to effective project administration and co-ordination and share these with the Manager-Project Delivery.
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 Project Coordinator Delivery reports to the Manager Project Delivery within the Government Property Branch. The branch sits within the Building, Resources and Markets 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
