Property Project Manager - Fixed Term to December 2020

The Ministry of Foreign Affairs and Trade (MFAT) acts in the world to make New Zealanders safer and more prosperous. Its purpose is to create the international conditions and connections for New Zealand to thrive.  MFAT has over 1,400 staff in New Zealand and at 57 overseas posts.

Applications are invited for the role of Project Manager within the Asset Management Division (AMD).

The Asset Management Division is responsible for leading the strategic and tactical asset planning and management of the Ministry's properties and other assets. The Ministry has a network of 100+ office and Official Residence premises  overseas, providing facilities and work environments for staff to conduct the Government's official  business effectively. It also has approximately 250 offshore staff residential properties, related assets and post vehicles.

This specialist role forms part of a team managing a property portfolio comprising offices at 57 overseas posts and 100+ office and Official Residence premises. The portfolio is a mixture of owned and leased properties across diverse locations.

Areas of concentration most relevant to this position include project management for major capital works (primarily office fit out projects), provision of advice on project practices and systems to achieve best operational efficiencies. The role is expected to handle more than one project/activity at a time.

To be successful in this role you ideally should hold a recognised industry qualification in property project management.  You will also have a well-developed understanding of property project management methodology, practices and systems; as well as an appreciation and understanding of the technical matters associated with property projects.  Additional to the technical skills you will have, excellent communication skills, experience in technical documentation, strong analytical and problem-solving capability and have a pragmatic collaborative approach to developing and implementing innovative solutions.

This is a Wellington based role. You must be a New Zealand citizen and have the ability to obtain and maintain an appropriate New Zealand Government security clearance.

Applications close 12noon 9 October 2017

To apply for this position please submit your CV and covering letter to by 12noon 9 October 2017.

Position description [PDF, 68 KB]


Systems Administrator (LES), London

The New Zealand High Commission in London is seeking to recruit a Systems Administrator responsible for providing IT, communications security (COMSEC) and security support for all High Commission staff and some New Zealand agencies.
If you are highly skilled and experienced in IT support and data communications, and you are able to provide first and second tier support, we would like to hear from you.
This is a full-time locally employed open-tenure position, with terms and conditions being set in accordance with UK employment regulations. The High Commission does not provide assistance with accommodation or airfares.    The successful candidate must hold or attain the right to work in the United Kingdom, and must be able to obtain and maintain a New Zealand security clearance.  The starting salary range is £34,080 to £40,094 per annum.     
Applications will be accepted by email.   Please send a CV, completed application form [PDF, 197 KB] [add link to the application form attached] and a covering letter to  Applications close at 5pm on 9 October 2017.    Only shortlisted applicants will be contacted for an interview.

Senior Project Coordinator, Asset Management Division

We are currently seeking a Senior Project Coordinator to join our Asset Management Division.
The Asset Management Division is responsible for leading the strategic and tactical asset planning and management of the Ministry’s properties and other assets.  The Ministry has a significant network of 100+ office and Official Residence premises overseas, providing facilities and work environment for staff to conduct the Government’s official business effectively.  It also has approximately 250 offshore staff residential properties, assets and posts’ vehicles.
The Senior Project Coordinator is responsible for providing a full range of project and programme coordination and wider AMD Management support and delivery services. This includes developing and delivering documentation management, project compliance, monitoring and reporting, and process improvement functions to ensure that projects and programme are managed according to project and programme management standards and are delivered within the agreed timelines and budgets. They will also provide asset budget administration (capital and operational) support. They will be required to understand and assist in managing the delivery of specific projects as directed.
You must have the following qualifications, skills and experience:
•       A tertiary qualification in project management or administration or equivalent experience, preferably with off shore expertise
•       Sound track record of at least 3 years project support and delivery across complex, multiple projects
•       Experience coordinating construction projects and vendor relationships
•       Expertise in  project management systems and approaches (e.g. Prince 2)  would be desired and an advantage
•       Strong computer literacy including Microsoft Word, Excel and Project and other related productivity tools
You must be a New Zealand citizen and be able to obtain and maintain an appropriate NZ Government Security clearance to apply.

To apply for this position please complete an application form and submit with your CV and covering letter by 12 noon Tuesday 24 October.

Executive Assistant to Deputy Secretary, Asia and Americas Group

We are currently seeking an Executive Assistant (EA) for the Deputy Secretary Americas and Asia Group.

We are seeking an EA who can demonstrate proven experience supporting senior leaders in an EA capacity and be confident working in a busy Government organisation.

Key areas of responsibility include:
• Full diary management - managing a proactive schedule, fielding meeting requests and communicating priorities
• Secretariat function - organising meetings led by the Deputy Secretary, preparing agendas, organising papers, minute taking and following up on action points
• Preparing papers for Senior Leadership Team and other meetings - planning skills and attention to detail a must
• Coordination of the Deputy Secretary’s overseas travel arrangements
• Screening, prioritising and dealing with phone calls, emails and other correspondence
• Financial management and assisting with budget preparation, monitoring and reporting
• Arrange and organise representational functions, meetings, presentations and conferences

If you enjoy engaging with staff at a high level and thrive in a busy, professional environment, and you are a flexible, highly organised, positive person with excellent communication skills, then this opportunity will suit you. 

You will also have advanced MS Office skills (Word, Powerpoint, Outlook & Excel).

To apply, you must be a New Zealand citizen and be able to obtain and maintain an appropriate NZ Government Security clearance.

To apply please complete an application form [PDF, 283 KB]and submit with your CV and cover letter to HRGEOI@mfat.govt by 12 noon 16 October 2017.

Senior Group Administrator - Europe, Middle East and Africa, and Australia Group

Are you looking for a challenging role with an introduction to people management?  This role is an opportunity for someone with a passion for process improvement who enjoys a diverse and varied role.   This role works closely with the Group’s managers and manages Team Administrators to lead process improvements, coordinate transfers and recruitment for the group, and act as back up for the Group Business Manager.  

You will work across the Group in the areas of business management, corporate services, financial management and reporting, support services, and people leadership responsibilities, to ensure the efficient and effective operating of each division and overseas post.   

The ideal candidate will be flexible, organised, possess a strong achievement/delivery focus, have a good understanding of financial and business skills management, and be experienced at coordinating a team.

Thriving in a busy team environment, you will enjoy building relationships and working closely with a wide range of people.

The role requires strong analytical ability, well developed multi-tasking skills, experience managing conflicting priorities, excellent communication and stakeholder management skills, decision-making ability, and the drive to manage and deliver programmes of work.  The ability to prioritise, anticipate issues and provide creative solutions, apply sound judgement, and quickly adapt to different situations will be the keys to your success.  

You must be able to obtain and maintain an appropriate New Zealand Government security clearance and be a New Zealand citizen.   The salary range for the role is band 14 (starting range $56,452 - $66,014, with the ability to progress to $76,376).

If you have any queries about the role please contact Dana Mitchell, or Olivia Borrie

Applications close 9am Thursday 19th October 2017.

 Portfolio Coordinator (Secondment)

Applications are invited for a Secondment into the role of Portfolio Coordinator in the Integrated Delivery Division of the Ministry of Foreign Affairs and Trade. 

This secondment would ideally be through to approximately March / April 2018.

The Ministry’s Integrated Delivery Division (IDD) was established in February 2015 to manage a portfolio of operational projects and programmes, ensuring successful management, delivery, and benefit realisation of the Ministry’s investments.

IDD has three core functions:
1.    Portfolio management: build and manage the portfolio in line with the portfolio governance board’s expectations. The portfolio management function also delivers and maintains the frameworks, tools and templates that are needed to support the successful delivery of the portfolio
2.    Delivery management: facilitate the delivery of operational projects and programmes by providing resources, coaching and mentoring
3.    Business process management: deliver and manage the overall business process architecture and ensure business process maturity is continuously improved.

Position purpose:
As the portfolio coordinator, you are a member of the IDD Portfolio Team and are responsible for providing support to project, programme and portfolio governance committees to ensure all these governance committees are running effectively. This also includes developing and maintaining the existing project documentation management system and provide advice and training to project resources to ensure projects are managed in line with IDD’s Project Delivery Model and other project management related standards and guidance.
Key responsibilities:
·         Provide  secretariat support to the Project Request Board, Project Quality Review Board, IDD Project Managers/ meeting and other IDD regular meetings with key stakeholders
·         Provide project management advice/support on reporting, process and project financial management and forecasting.
·         Provide project management related training to project resources (i.e. Benefits Management and Lessons Learnt)
·         Maintain and continuously improve the project management methodology, tools and templates
This is a great opportunity for people who are interested in learning more about project, programme and portfolio management and working with project professionals.
Applicants must be NZ citizens or permanent resident and be able to obtain and maintain an appropriate New Zealand Government Security clearance.
Applicants are expected to have discussed this opportunity with and have the support of their current Manager.
To apply for this position please complete an application form and submit with your CV and covering letter by 5pm 27 October 2017.