Job description. Purpose

Job description Job Title Emergency Management Advisor: Information System (EMIS) Support Branch Ministry of Civil Defence & Emergency Management (...
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Job description Job Title

Emergency Management Advisor: Information System (EMIS) Support

Branch

Ministry of Civil Defence & Emergency Management (MCDEM)

Business Group

Capability & Operations

Reporting to

Team Leader, National Operations

Location

Wellington

Salary Band

H – Regulatory

Emergency

Management

Purpose The Ministry of Civil Defence & Emergency Management (MCDEM) Capability & Operations Unit has two principal functions: Civil Defence Emergency Management (CDEM) capability development and National CDEM operational readiness and systems. These functions are delivered through two teams – National Operations and National Capability. The Unit also has responsibility to manage relationships with partner Departments and agencies at the national level. The Emergency Management Advisor- Emergency Management Information System (EMIS) Support will report to the Team Leader, National Operations. The primary responsibility of the position is to develop and maintain the web-based emergency management information system and train its users across the country. The Emergency Management Advisor EMIS Support will be responsible for tasks related to some or all of the following with an emphasis on the Civil Defence Emergency Management Information System: •

Developing and maintaining national operational facilities and systems;



Developing and maintaining MCDEM's operational processes;



Developing and delivering operational staff training;



Developing and coordinating CDEM exercises at Tiers 3 and 4 of the National Exercise Programme;



Contributing to the maintenance of the National Warning System and the MCDEM duty system;



Reviewing operational responses and implementation of corrective actions;



Contributing to national CDEM planning;



Contributing to the development of models, frameworks, guidelines, and other services to support civil defence emergency management processes in New Zealand;



Providing specialist advice at the national and regional levels to support development of MCDEM and CDEM stakeholder capability; with a particular focus on operational capability;



Building and maintaining effective relationships and liaising with CDEM stakeholders and agencies at the national and regional level, within the context of the National CDEM Plan Guide and supporting plans;

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Providing advice and support to Regional Emergency Management Advisors and MCDEM national programmes;



Acting as duty officer or NCMC activator in the MCDEM duty system;



Acting as one of the functional managers, functional officers or any other response role during NCMC activations.

Key Tasks Functional responsibilities •

Develops, maintains, and is fully conversant with operational infrastructure and systems in preparation for emergencies requiring EMIS;



Develops and maintains operational procedures, guidelines and training materials for EMIS;



Develops and conducts operational and systems training, including (but not limited to) EMIS;



Develops and promulgates, in regards to EMIS, best practice support systems including codes of practice, standards, structures, frameworks, doctrine, and guidelines;



Works closely with EMIS points of contact in the CDEM sector to ensure needs are met and relationships are maintained;



Works closely with vendors to ensure timely and accurate delivery of enhancements and fixes for EMIS;



Assists in developing and maintaining EMIS operational pages in collaboration with NCMC functional desk managers;

• •

Records, maintains and tracks EMIS enhancement and error logs according to procedures; Plans, conducts and manages the EMIS components of CDEM exercises at national and regional levels to validate the effectiveness of EMIS arrangements;



Contributes to the development and maintainance of the national warning system and the MCDEM duty system;



Facilitates and records response and exercise debriefing, develops reports and implements corrective action plans specific to EMIS;



Contributes to the development of the National CDEM Plan, Guide and supporting plans, and operational policy documents, with a particular emphasis on EMIS;



Contributes to developing and promulgating strategic frameworks and guidance specific to EMIS which enhance the ability of MCDEM and CDEM stakeholders to improve capability and resilience;



Provides advice and support which ensures that MCDEM and CDEM stakeholders comply with statutory obligations, and provides guidance material to CDEM stakeholders on how statutory obligations and Government decisions should be implemented in regards to EMIS.

Stakeholder Management •

Manages effective relationships, and provides training support and advice to CDEM stakeholders and agencies at the national and regional level, especially with regard to matters of EMIS and operational capability;



Encourages EMIS planning, training and activities across the range of CDEM stakeholders;



Promotes adherence to the CDEM Act, National CDEM Strategy, National CDEM Plan, Guide, supporting plans, and other guidance material.

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Policy, programmes, projects, and planning •

Contributes to the strategy, policy, and management processes of MCDEM and specifically the Capability & Operations Unit;



Develops programme or project plans, and manages projects as required;



Delivers agreed outputs, services and outcomes to a high standard in the agreed timeframe;



Provides regular, relevant reports on progress, initiatives and issues as required;



Fosters cooperation and teamwork with other units of MCDEM to achieve common objectives;



Provides sound, practical advice and input into strategic policy material developed with the Policy, Regulation, and Ethnic Affairs branch of DIA;



Represents the Team Leader, National Operations with internal or external stakeholders as required.

Health & Safety (for self) •

Takes personal responsibility for keeping self free from harm;



Follows safe working procedures;



Reports incidents promptly;



Reports hazards promptly and suggests appropriate remedies;



Knows what to do in the event of an emergency;



Co-operates in implementing rehabilitation plans.

Director, MCDEM Manager, Capability & Operations Team Leader, National Operations MCDEM Staff NCMC Staff National and regional agencies, partners and stakeholders Supplementary NCMC resourcing pool National working groups/committees

Emergency Management Advisor EMIS Support

     

     

    

     

 

 

 

 

July 2013

Deliver to

Manage/ lead

Inform

Influence

Advise

Key Relationships and Nature of Interaction

Collaborate with

Key Relationships

  

3

Staff Management Number of direct reports: Total number of staff reporting:

0 0

Delegations Financial Delegation: Personnel Delegation:

Nil Nil

Special Requirements Response Management •

Acts as duty officer or NCMC activator in the MCDEM duty system;



Fulfils the role of a desk function officer during activations at Modes 2, 3 and 4;



Fulfils any other response role during activations as required.

Emergency Event In the event of a civil defence emergency the Emergency Management Advisor EMIS Support will be required to assist in the response to and recovery from a national, regional or local emergency event, as directed. This may involve work in the National Crisis Management Centre (NCMC) or another location, and may include potentially long hours and challenging working conditions, e.g. an emergency event could occur at any time of the day or night and may require working shifts and/or working weekends. MCDEM will do all in its power to support staff in meeting their work and family responsibilities during an emergency. Duty Team In addition to the above, the Emergency Management Advisor EMIS Support will be required to serve at regular intervals as duty officer or NCMC activator on the MCDEM duty team responsible for immediate response to emergency events. This is done in one week on-call durations, rotating with other MCDEM staff at equally spread intervals. While on-call as part of the duty team the appointee must be immediately contactable 24 hours a day, in a sober, drug free state (excluding medically prescribed drugs), and be available to respond to emergency notifications and/or report to the NCMC within 30 minutes from receipt of the call. As a duty officer the Emergency Management Advisor EMIS Support will have the following responsibilities: •

Monitoring hazards and risks, and liaising with relevant monitoring agencies;



Keeping the MCDEM duty manager and other MCDEM staff up-to-date with the status of unfolding hazards and risks;



Participating in the issue of national warnings, advisories, public statements or other appropriate response;



Activating the NCMC and initiating a response, as required.

Security clearance Top Secret security clearance

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Person Specification Experience • Experience in development, maintenance and communication of web-based information systems (in particular SharePoint); •

Experience in the development and delivery of training to varied audiences;



Experience in civil defence emergency management or related area;



Experience in developing and implementing functional and operational plans;



Experience in working in an operational environment;



Experience in building and maintaining effective relationships;



Experience in operational decision making;



Experience in working in complex, high pressure environments.

Knowledge • Knowledge of civil defence emergency management processes and planning; •

Sound technical acumen, (particularly with SharePoint and/or web-based information systems);



Awareness of the CDEM Act 2002, the National CDEM Plan, Guide, and supporting plans;



Awareness of the machinery of Government;



Awareness of the government crisis management model and the national framework for CDEM;



Awareness of the Coordinated Incident management System (CIMS);



Awareness of hazard risk management.

Skills • Excellent web-based information system and general information technology skills; •

Collaboration and relationship management skills;



Excellent presentation and training skills;



Excellent writing and communication skills;



Facilitation and coordination skills;



Analytical and problem solving skills;



Ability to work in complex, high pressure environments;



Ability to orchestrate multiple activities at the same time to accomplish a goal;



Project management skills;



Ability to manoeuvre through complex organisational and political situations.

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Competencies The Competencies* required for this role consist of both core Departmental and job specific competencies. The core competencies are shown below in italics. Each competency falls within a competency cluster, which are broad themes of skills, behaviours and abilities. Competency

Competency

Department Competencies Integrity & Trust

Self Knowledge

Composure

Achieves effectiveness for Maori

Ethics & Values Strategic Skills Functional / Technical Skills

Intellectual Horsepower

Problem Solving

Strategic Agility

Decision Quality Team Building Effective Teams

Motivating Others

Personnel Interpersonal Savvy

Political Savvy

Peer Relationships

Approachability

Others Perseverance

Action Oriented

*Competency descriptors can be found on the DIA intranet (1840) or by contacting the hiring manager. With the exception of Achieves Effectiveness for Māori, the competencies DIA uses are derived from the Competency Sort Cards developed and copyrighted by Lominger Limited, Inc. No part of the Lominger competencies may be used, reproduced or transmitted in any form or by any means, by or to any party outside of The Department of Internal Affairs.

Please note: MCDEM job descriptions including role specific competencies are in line with Departmental standards and guidance. The key tasks, skills and knowledge in MCDEM Job descriptions are consistent with the CDEM Competency Framework [TS 02/09].

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