Job Description. Project Management Office Lead. Council Strategy Manager

Transcription

1 Job Description Job title Group Section Project Management Office Lead Strategy Strategy Responsible to Responsibility for employees Council Strategy Manager - None Date March 2015 Job purpose The Bay of Plenty Regional Council has adopted a project management approach to its planning, prioritisation and delivery of projects / programmes. The Project Management Office Lead is the functional leader of project delivery and governance across the organisation. The role will provide advice and guidance, monitoring and assurance, advocacy and education with respect to programmes, projects, and their delivery, to Councillors, executives, project managers and staff at all levels. Additionally this will include a reporting framework focussed on value added advice and early identification of risk and issues for all major programmes and projects across the organisation. This role will also be responsible for the management of the Regional Infrastructure Fund contracts and Direct Funding contract and other key projects within the organisation as required. Functional relationships (relating to others) External Other local authorities. Government organisations.. Contractors, consultants and suppliers. Technical or legal professionals, RIF contract partners Purpose and frequency of contact Obtain information about projects or work programmes. Monthly Ensure technical/project management information is up to date and in line with best practise. Monthly Liaison with other delivery contracts and agencies about projects. Weekly Project Management issues. Weekly

2 Internal Executive Leadership Team (ELT). Project Governance bodies. Project Sponsors and Business Owners. Project and Programme Managers Staff at all levels within the organisation. Purpose and frequency of contact Coaching, influencing and mentoring executives, project sponsors and managers to enhance project leadership across all areas of Council. Daily Independent review, advice, and guidance Daily Daily Mentoring, support for resolving issues Weekly Governance reporting Monthly Key result areas The job encompasses the following major functions or key result areas: Organisation wide Project Management capability Project and contract management People management Relationship management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (jobholder is responsible for) 1 Organisation wide Project Management capability Lead the implementation and management of portfolio, programme and project governance frameworks and development of appropriate reporting tools which deliver value. Leadership of a Council wide approach to Project Management including resource planning and management, preparing resource plans and the monitoring and reporting of project outcomes. Establish organisation wide project reporting with a focus on value added advice and early identification and resolution of risk and issues. Develop project portfolio prioritisation methodologies. Coach and mentor project sponsors and managers. Review programmes and projects for deliverability including adequate resourcing, Key accountability measures (jobholder is successful when) Increasing project management maturity and capability within the Council through the application of project management experience and knowledge. Actively sought by executives, project sponsors, and project managers for advice and guidance. All governance reporting is accurate and timely, with appropriate reporting on project timeframes, budget, scope and benefits. Governance and reporting frameworks add value by identifying underlying risks and issues with appropriate recommended improvements. Projects have the appropriate resources to deliver the required benefits and outcomes on time, in scope and to the satisfaction of key stakeholders.

3 Key accountabilities (jobholder is responsible for) management and governance procedures, and accuracy of financial estimates. Support the procurement of programme and project management services. 2 Project and Contract Management Manage major assigned programmes and contracts. Initial projects include the Regional Infrastructure Fund (4 projects totalling $38 million) and direct funded projects. Complete board and council level reporting for assigned projects. Effectively resolve of risks and issues. Provide accurate budget forecasting. Key accountability measures (jobholder is successful when) Deliver projects on time, within budget, scope, quality expectations and to key stakeholder satisfaction. Project management delivery is consistent with of best practise. All reporting is accurate and timely, with all risks and issues identified and appropriate resolution strategies developed and implemented. 3 People management Provide supportive leadership, motivating and directing staff as they work. Effectively communicating current activities and policies. Managing external contractors, consultants, projects, project teams, and managing the quality and timeliness of outputs. Provide mentoring support for other Programme managers and Project managers Appropriately skilled staff are on the job. Staff are professional in approach and can contribute individually and collectively to the organisation s success. Conduct actively contributes to the building of a motivated and successful staff team. The performance review process is carried out on time with all staff. Staff have a learning and development programme. 4 Relationship management Establish and maintain close working relationships with internal and external contacts including project and Activity managers, staff, local authorities, suppliers, consultants, and contractors. Influence internal stakeholders to achieve the desired outcomes, including process improvement, of the PMO and Council. Ensure that the relationship between the Council and its key external stakeholders is positive and constructive. Represent Council at appropriate conferences, seminars and other events. Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Key external stakeholders consider that their relationship with the council is positive and constructive Professional image is conveyed in public forums. 5 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act Meet the statutory responsibilities detailed in the Information Management Policy and Procedures standard. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, such as stress management training and health monitoring. Council records are created and maintained

4 Key accountabilities (jobholder is responsible for) Meet Bay of Plenty Regional Council s statutory responsibilities for civil defence and emergency management. Key accountability measures (jobholder is successful when) in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council s responsibilities for civil defence and emergency management. Delegations In accordance with the Council s Delegation Instrument(s) this job: Does / Does not control a budget: Amount $10,000,000 - $15,000,000 per annum depending on projects and contracts managed. Can / Cannot spend money from other s budget Amount $25,000 Jobholder can spend unbudgeted capital Yes No Amount $Nil Jobholder is responsible for committing the organisation to long term contracts Yes No Jobholder signs correspondence on behalf of the Council Yes No Freedom to act The job holder will be expected to carry out their role with minimal direction, and to provide expert education, advice, and guidance on the delivery of projects and programmes throughout the wider organisation. Work complexity Most challenging duties typically undertaken: The coordinated management of very complex projects with a high degree of risk and complexity to achieve critical organisational objectives. Regularly handling face to face resource, timing, quality and reporting conversations with senior management and peers in order to deliver on the accountability and reporting aspects of the role. Facilitate behavioural or practical change in areas of project management and matrix collaboration. Incorporating the wider social, cultural, economic and environmental context into plans, projects and advice. Managing and reporting on projects with strong interdependencies with other agencies and organisations. Building appropriate peer to peer relationships with other Regional Councils to ensure Bay of Plenty Regional Council is in line with leading edge project management practices. Other aspects Note any significant aspects of this job that have not been captured elsewhere in this document. Not applicable

5 Person specification Minimum academic qualifications and experience required: Essential A degree level qualification. Project management qualification including PMP or PRINCE2 practitioner and Managing Successful Programmes Understanding of change management principals. A valid driver s licence required* 1 Desirable (for recruitment purposes only) Certification in Project and Programme Support Offices, Management of Portfolios, Management of Value, and Management of Risk. An understanding of the role of Regional Councils. An understanding of government procurement processes. Knowledge / experience (indicate years of experience required as appropriate) Essential Relevant experience consisting of : Minimum 7 years experience as a senior project manager or 5 years as a senior programme/portfolio manager in complex environments. Desirable (for recruitment purposes only) Experience in Local or Central Government project delivery. Demonstrated ability to lead organisational change/improvement. Key skills / attributes / job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Knowledge and experience of best practice project management methodologies and techniques to provide sound advice and support to Project Managers and Sponsors. Ensuring appropriate quality assurance and risk management processes and policies are in place and operating effectively. Experience in contract management Working knowledge Ability to influence others to manage their projects in accordance with project management best practice and meeting Council guidelines and processes. Ability to operate in an environment of uncertainty and incomplete information and make well-reasoned decisions. Ability to foresee and avoid problems before they occur wherever possible. Ability to clearly, concisely and accurately report on project progress and outcomes to Council and steering groups. Ability to quickly develop an understanding of complex projects and situations across all areas of the organisation Drive, energy and determination to move a project forward. Managing financial, capital and human resources in accordance with best practice and the organisation s policies, procedures and delegations. Proactively and assertively managing resources external to the 1 Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement for valid Driver s Licence may be waived if applicant has a driving-related disability.

6 immediate programme (e.g. contractors) to ensure the needs of the projects are met. Working with others to build a matrix, project management framework and capability for the Council to help best achieve its broader outcomes. Software Microsoft Office and Project Management Software. Health and safety legislation and personal HSE obligations. Awareness Community, cultural and political awareness. Personal attributes / key behaviours Empowers project wide results by creating, leading and motivating people towards achieving organisational goals and wider benefits. Strong communication skills including written and oral presentation skills. Strong influencing skills. Sound judgement and initiative. Sound decision making skills. Effective time management. Problem solving skills. Self-motivated and able to work unsupervised. Negotiation skills with ability to resolve conflict situations. Desire to enhance knowledge and skills of self and others. Other requirements May require frequent travel within or outside Bay of Plenty region. Occasionally required to work outside of normal hours. Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this job with due consultation with the position holder. This job description should be reviewed as part of the preparation for performance planning for the annual performance cycle. Recommended: Manager Date Approved:

7 Manager Date Discussed with incumbent: Employee Date

8 Our values - our journey A tatou haerenga Our values reflect who we are and what is important to us. Te Pumanawa 'the beating heart of the organisation'. Our organisational values have been woven together following input from staff across the organisation, now it's up to each of us to bring these values to life in the work that we do every day. TRUST INTEGRITY COURAGE We trust each other and work to build trust We do what we say we will do We act with purpose to achieve results We act boldly to lead and do the right thing for our region MANA (manaakitanga) KOTAHI (kotahitanga) WHĀNAU (whanaungatanga) Mana Leadership Unity Strong focus on relationships. Having strength and courage Strong emphasis on collaboration Having fun and being happy Being a positive influence Being proud and courageous Professionalism Manaakitanga Trust and respect Reciprocity (sharing) Being inclusive Nurturing a positive team spirit Sense of ownership Kotahi means as one. Adding the tanga accentuates the word, giving it a wider meaning, bringing us together strength in unity. Socialising, including the importance of friends Supporting each other Whānau means family. Adding the tanga extends the word to a wider whānau context. It has a very strong focus on relationship within the organisation. Nurture/support Mana has many meanings such as integrity, charisma and prestige. Manaaki means to nurture and support and help each other grow. When you add the tanga the word is enhanced.