Business Systems Coordinator

Tēnei tūranga – About the role                                                                                                            

The Business Systems Coordinator is responsible for:

• Data entry and management in key Kānoa -RDU systems, specifically the Kānoa -RDU contract management system (CMS) and document management system.
• Co-ordination of evidence and payments to support the delivery of contracts, ensuring that all contract payments adhere to guidelines and that documentation has been received to allow payment of contract milestones.
• Support of the wider Kānoa -RDU staff and other core Regional Economic Development (RED) agencies who are responsible for the day to day monitoring and reporting of contractual activity within their regions.
• The Business Systems Co-ordinator will work across various systems as part of a small team to maintain the data integrity of the Kānoa -RDU.

Ngā herenga – Requirements of the role

Personal specifications

• Excellent interpersonal, teamwork and relationship management skills.
• Must have an eye for detail.
• Commitment and accountability.
• Ability to think logically and analytically.
• Able to work methodically and have strong process development skills.
• Self-starter able to meet objectives with minimum of direction and oversight.
• Excellent computer skills; including Microsoft products.
• Excellent written and oral communication skills.
• Ability to establish priorities and meet deadlines in line with good customer service.
• Knowledge of public sector requirements and processes.

Experience and qualifications

• A Tertiary qualification in a business or technology related discipline or equivalent experience.
• To be considered for this position you must have a legal right to live and work in New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Systems administrative support

• Undertake triage of all new EOI and application lodgements into PipeDrive.
• Ensuring all EOI and/or application supporting documentation is entered accurately.
• Manage the relevant Kānoa inboxes, effectively triaging emails and tracking the relevant workflow process.
• Ensure requests are lodged and actioned promptly and appropriately.
• Enter data into Pipedrive ensuring data is entered quickly and accurately, is up to date, and filed electronically in MAKO.
• Peer review colleagues work and work as part of a team to ensure a robust data administration process.
• Provide effective support to colleagues in the Business Systems team by maintaining the accuracy and timeliness of data in the systems so that reporting can be generated.

Contract management support

• Maintain oversight of your portfolio of contracts ensuring efficient contract coordination.
• Support day-to-day monitoring and reporting of contracted activity, so that it:
  • Is completed against key milestones and expenditure
  • Is completed in a timely manner
  • Provides critical support for the management of the fund
  • Is accurate and robust
• Ensuring all contract supporting documentation is completed and data accurately entered into the payment system.
• Coordinate the evidential and payment completion of contracts from execution through to closure.
• Provide input into draft contracts, monitor and follow up on contract deliverables and payment information with project leads and project recipients..
• Proactively work with project leads and where appropriate recipients to make timely contract milestone payments.
• Proactively email monthly report emails to project contacts and enter response information in a timely and accurate manner.

Customer focus

• Identifies the needs or expectations of customers.
• Treats internal customers with the same courtesies they would extend to external customers.
• Works hard to meet customer deadlines.
• Always looks to improve service.
• Maintains professionalism.

Manage tasks and projects

• Alerts manager to potential problems / risks well in advance and proposes solutions.
• Well-organised with a drive to achieve results; plans systematically and identifies and manages risks.
• Knows when to work alone and when to seek advice and others’ input.
• Identifies resources necessary to meet objectives of self or team.
• Work with the Principal and Manager to support the active management of issues and risks across the portfolio including. management, escalation and tracking of issues and relevant actions.

Relationship management

• Build and maintain excellent working relationships across the regional development and investment branches, particularly with project leads.
• Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
• Builds connections with stakeholders within and outside of the Ministry, purposefully engaging with them and leveraging their activities to gain deeper insights and better achieve desired outcomes collectively.
• Actively contributes to development of and promotion of whole of Ministry views in internal and external interactions.
• Contributes to and manages collaboration within the Kānoa on solutions to effective records and information management.
• Works collaboratively with colleagues to effectively manage Kānoa records and information.
• Establishes and maintains relationships with similar functions across MBIE and within the wider public sector.

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 Business Systems Coordinator position reports to the Manager Kānoa Business Systems within the Regional Economic Development branch. The branch sits within the Kānoa – Regional Economic Development & Investment Unit.

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