Position Description Position Title Divisional Manager, Asset Management Division Reports To Services Group Manager Group Services Location Wellington Date Created/Updated January 2016 About the Ministry The Ministry of Foreign Affairs and Trade works to make New Zealand's voice heard overseas and contributes directly to the security and well-being of all New Zealanders. Our purpose is to create the international conditions and connections for New Zealand and New Zealanders to thrive. Our work: Leadership amplifies New Zealand s influence and standing in the world; Prosperity delivers improved prosperity for New Zealand and our region; Kaitiakitanga delivers solutions to global challenges, for the benefit of present and future generations; Stability delivers security and resilience to our country, our people, and our region. Our values are professionalism, leadership, respect, collaboration and innovation. About the Group 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. About the Position The Divisional Manager is a senior role in the Services Group. The role provides leadership and strong commercial acumen to the division. This is a challenging and complex role with multiple influences impacting on every work day. With assets spread across the globe in different regulatory environments; commercial and political considerations; and challenging timeframes.
As the Division looks after an international asset portfolio, some travel will be required. Key Accountabilities The following key accountabilities of this role assist in delivering the Ministry s vision and mission Role Specific - Leadership o Establish strong professional and collaborative relationships with stakeholders (including NZ Inc. Agencies) and any external service providers. o Lead the development and maintenance the strategic asset plan for the Ministry o Lead the development and implementation of asset management and lease life-cycle plans for the Ministry. o Lead the division s delivery of its planned and agreed activity stream to realise its strategic priorities and high level outcomes. o Provide specialist expert asset management leadership and advice. o Develop asset management understanding and expertise amongst internal stakeholders at post and in Wellington. o Oversee asset acquisitions, divestment activity, property projects and the asset portfolio. o Demonstrate the organisation s value, goals, policies and procedures in all aspects of work. o Advise on property management services for the Ministry. Role Specific - Commercial o Ensure that lease renewals and rent reviews are proactively managed. o Advise on the day to day issues relating to leases, rent reviews, acquisitions, divestment activity, property projects and any outsourced contacts. o Ensure that lease renewals and rent reviews are proactively managed. o Advise on the day to day issues relating to lease, rent reviews, acquisitions, divestment activity, property projects and any outsourced contracts. o Develop and advise on portfolio performance improvement initiatives. o Lead outsourced contracts service performance improvement initiatives at a Ministry level. o Hold regular meetings with any outsourced providers representatives to track manage and drive performance. o Help managers ensure any outsourced contractual arrangements are honoured and review any contractor compliance (e.g. undertake property inspections). Role Specific Operations & Programmes o Pro-actively manage any contact issues and disputes to ensure a timely resolution, escalating issues as necessary. o Manage (directly or in-directly) assigned building or construction projects or assist project delivery ensuring that projects are carried out within appropriate governance mechanisms, specification, timelines and budgets. o Help ensure liaison between Posts, insurance providers and Finance on insurance matters. o Develop and maintain strong working relationships with client stakeholders and any outsourced providers. o Manage relevant Property/Assets documentation including ensuring key documentation is developed in a collaborative manner, is accurate, readily accessible and supports the delivery of the Division s plans. MFAT In Confidence Page 2 of 5
o Ensure asset information is recorded and up to date in the management information systems. Financial Management o Advise on and help HOMs and other managers manage their asset budgets to delegated authorities. o Help ensure Ministry property budgets are adhered to and accurately reported against. o Monitor and advise on external property and facilities management costs in order to ensure that the Ministry is obtaining value for money. Organisational Responsibilities Understand the Ministry s strategic priorities and high-level outcomes framework and how this role contributes to the framework. Understand and apply the strategic context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders. Contribute to the preparation and reporting requirements of the Ministry s accountability documents. Understand tikanga and Treaty of Waitangi principles and have sufficient appreciation of Te Reo Maori to be able to apply the Ministry Maori dimension, underpinned by Ministry values, in a way that is relevant to the context of our business. Using the Ministry s Capability and Leadership Frameworks, identify and participate in opportunities for learning and development, including through regular coaching and mentoring. Identify and pursue opportunities to build specialised skills, knowledge and experience aligned with the Ministry s Strategic Framework. Contribute to Ministry-wide projects and emergency response situations. Be aware of and adhere to the Ministry s Health and Safety policies and procedures. All other duties as requested by the employer. Knowledge Management o Contribute to the continuous development of the Ministry s knowledge base by using the Ministry s internal systems, sharing information and data with relevant internal stakeholders. MFAT In Confidence Page 3 of 5
Qualifications, Skills, Knowledge & Experience The following are required: Qualifications A tertiary qualification in management or related discipline. Skills Strong customer focus and commercial savvy. Ability to operate strategically and develop trust and credibility with senior management. Ability to communicate effectively with a range of people Ability to build, maintain and leverage relationships with key internal and external contacts. Ability to operate effectively at a senior level in the Public Service and lead at the political interface by bridging the gap between the Ministry and political representatives. Thorough understanding, appreciation and experience in full life asset management and total cost ownership, preferably within a diverse and wide spread portfolio. Expertise in the development and implementation of asset and lease life cycle plans. Sound knowledge of property legislation across a number of jurisdictions. Expertise in the acquisition of leased premises. Understanding of the building and construction works project management. Ability to coach and develop asset management capability in others. Able to undertake international travel for periods of time. Demonstrates the drive and ability to improve own capability, including selfawareness and self-improvement focus. Shows the drive and resilience to contribute proactively and deliver sustainable high performance. Strong written and verbal skills Strong planning and organising skills. Good understanding of tikanga and Treaty of Waitangi principles Competent in Microsoft Office suite of products. A good understanding of the machinery of Government and the Government decision making process. Strong qualitative and quantitative analytical skills. Ability to work effectively with colleagues within the division. Good judgement and decision making skills. Ability to think strategically and see linkages between different streams of work. Experience Seasoned general management experience leading and working with functional experts as well as engaging with and managing diverse stakeholders. At least 10 years experience in the management of a complex and widely distributed business function. Also of advantage would be significant commercial experience managing; procurement of providers, services contracts, lease arrangements. MFAT In Confidence Page 4 of 5
Relationships The position is required to build and maintain the following relationships: Internal (within MFAT) CEO and other Senior Leadership Team members Heads of Missions (HOMs) Procurement Division Division Unit Managers Division staff Other MFAT staff, both onshore and offshore External (outside MFAT) Ministers and other ministerial staff Property Specialists Local Real Estate Agents Lawyers Architects & Designers Structural & Electrical Engineers Contactors/Trades people/suppliers Government Agencies with representation overseas Counterparts across other Foreign Services Any outsourced providers Delegations The position is responsible for the management of a division of approximately 25 staff in New Zealand and off shore. Delegations as set out in the Ministry s Instrument of Delegation. Human Resources Recruitment of all divisional staff in adherence with Ministry policy Financial As delegated by Group Manager Services Mandatory Role Requirements You must be able to obtain and maintain an appropriate New Zealand Government Security clearance. You must hold New Zealand citizenship. MFAT In Confidence Page 5 of 5