Position Description Position Title: Designation: Reports to:
Section 1 - Summary of Position Details Monitoring and Ministerials Analyst
Business Unit: Location: Salary Band: Salary Range: Security Level: Purpose of Position:
Team Leader, Corporate Monitoring and Ministerials Corporate Monitoring and Ministerials Unit Wellington TBD TBD Top Secret
The Ministerial and Monitoring Analyst role is primarily responsible: • For maintaining the process and standards relating to the Ministry’s relationship with the Minister’s office in relation to correspondence and questions; and • To give effect to the function areas of Corporate Monitoring (i.e. contracting, procurement, risk, security and sustainability). Section 2 - Context New Zealand’s fisheries resources are one of this country’s most important renewable natural resources. To preserve their value for both current and future generations, fisheries resources require careful stewardship by all those who value and enjoy them. The Statement of Intent sets out the Ministry of Fisheries’ strategic direction and its priorities. It is the Ministry’s intention to take a stronger leadership role in the fisheries sector and increase its engagement in the Government’s ‘Growth and Innovation’ strategy, and how it will work with the wide range of interested parties who want to participate effectively in fisheries decision-making processes. Changes are continually made to improve the way the Ministry operates. These changes recognise key messages emerging from consultation and interaction with fisheries stakeholders and take into account the Government’s policy directions. Overall Fisheries Outcome The Ministry has focused on a single overall fisheries outcome: ‘The value New Zealanders obtain from the sustainable use of fisheries resources and protection of the aquatic environment is maximised’.
The Ministry has four contributing outcomes, these are: • • • •
The health of the aquatic environment is protected; People are able to realise the best value from the sustainable and efficient use of fisheries; Crown obligations to Maori with respect to fisheries are delivered; and Credible fisheries management.
Ministry’s Role The core role of the Ministry, in collaboration with other government agencies, is advising on and implementing government policy in the following areas of core responsibility: • • • • •
Ensuring ecological protection and sustainability; Meeting Treaty of Waitangi obligations; Meeting international obligations; Enabling efficient resource use; and Ensuring the integrity of management systems.
Mission and Values The mission, established when we were formed in 1995, is expressed in our Maori name – Te Tautiaki i nga tïni a Tangaroa – which means ‘the guardian of the multitudes of Tangaroa’, gifted to the Ministry by tangata whenua. Our goal is to ‘maximise the value New Zealanders obtain through the sustainable use of fisheries resources and protection of the aquatic environment’. This goal helps to deliver on Government priorities of economic transformation and enhancing national identity. Our mission and how we work supports wider public service values: • We are proud to be part of the New Zealand public service and will maintain the highest standards of professional behaviour. We will meet our obligations as public servants to: i. Fulfil our lawful obligations to the Government with professionalism and integrity. ii. Perform our official duties honestly, faithfully and effectively, respecting the rights and interests of the public and our colleagues. iii. Not bring the public service into disrepute through our private activities. • We recognise the status of Maori as tangata whenua. Our behaviour will, at all times, be consistent with the responsibilities of the Crown as partner to the Treaty of Waitangi and our specific legal obligations under the Treaty of Waitangi (Fisheries Claims) Settlement Act 1992, the Maori Commercial Aquaculture Claims Settlement Act 2004 and the Fisheries Act 1996. • Ministry staff helped define the following behavioural values of the Ministry. They reflect how we feel about being Ministry people, how we treat others and how we expect to be treated in turn. These enduring values are part of our everyday working lives and express
what is important to us as we work each day towards achieving the Ministry’s goals and contributing leadership to the sector: i. Integrity – Ministry people are professional and widely trusted. We are honest and take responsibility. We strive to be open, transparent and impartial. ii. Respect – We respect each other, tangata whenua, stakeholders, the law and the aquatic environment. We respect and value our role as guardians of our fisheries resources. iii. Constructive Relationships – We understand the sector we work in and the needs and expectations of those we work with. We maintain constructive relationships, engaging effectively with others to achieve the best outcomes possible. iv. Achieving Results – We approach our work with energy and drive, with a focus on achieving high quality results. We value teamwork and collaboration. We share information and recognise people’s contribution to our goals. • Continual Improvement – We embrace continual improvement in the pursuit of excellence. We are agile learners and actively develop our skills, knowledge and behaviours. We are committed to helping our people to be successful.
Section 3 - Key Functions and Performance for the Business Unit Describes what the jobholder is responsible for (Function); how the jobholder does it (Major Process); and the standard that is expected (Performance Indicators). Each function is assigned an indicator of the amount of time the jobholder is expected to spend on each area is indicated. Note: Specific quantitative performance measures are established around each of the performance indicators as part of the annual performance management process. Weighting Function (What the job holder Major Process(es) (how the job holder does it i.e. Performance indicators (the expected end of Job does i.e. the Objective) tasks) result) 1 (least) 5 (most) Maintains the effective interface • Maintain the ‘Ministerial database’; • Performance standards as agreed in the between the Minister’s office and • Set, and monitor, standards for interaction with the Ministry’s SOI; the Ministry • The ‘Ministerial database’ is up-to-date Ministers office; and accurate; • Report Ministry’s performance against standards; • Provide training and support to all key Ministry • Monthly and quarterly reporting is accurate and timely; staff who interact with the Minister’s office; and • Physical management and control of Ministerial • All key staff are trained and aware of their obligations. correspondence. Effective procurement of the • Administer and manage the tender process for • All contracts comply with Ministry and agreed research plan Ministry research, including expressions of interest, government policy; requests for tender, requests for proposals and • All variations are identified to person with direct contracts consistent with Ministry standards; appropriate delegations; • Monitor, adjust for agreed variations, and report on • Monthly and quarterly reporting is timely the performance of all research contracts; and and accurate; • Administer the documentation, payments and • Proposed science research is tendered to completion of all research contracts. an appropriate timeline; • All key staff are trained and aware of the correct process. Effective administration of the • Establish and maintain policy/ standards for • All key staff are trained and aware of Ministry’s contract / procurement procurement / contracting; their obligations; process • Support all business units through their • Ministry contracting process complies procurement decisions; and with government and Ministry policy. • Monitor compliance with procurement policy.
Processing of science research • Receive invoice and check all research contracted contract payments milestones claimed have relevant Ministry approval; • Obtain recommendation from project scientist prior to Chief Scientist or other delegated persons approval; • Process invoice for payment and send to Ministry’s Accounts Payable for payment; and • Answer all queries from Chief Scientist, other scientists and suppliers as applicable. Compliance with Government • Develop and maintain the Ministry’s security security standards policy; • Support the Departmental Security Officer in monitoring the devolved security operations model; and • Provide training to staff on key security issues.
• All invoices received are processed in a timely manner and in accordance with the delegated authorities; • All payment queries are followed up and resolved.
• Internal Ministry security policy complies with all government security policy standards • All business groups are aware of the Ministry’s security policy and act consistently with the policy.
Risk (TBC) once CE establishes the governance arrangements Administer ‘Carbon Public Sector’ and programmes
Neutral • Establishment of carbon neutral plan for SLT • All government reporting deadlines are ‘Govt3’ approval each year; achieved with accurate and relevant reports; • Reporting against the carbon neutral plan and calculating the Ministry annual emissions • Increase Ministry staff awareness of the inventory; sustainability issues. • Reporting against Govt3 objectives; and • Ensuring all Ministry policies are updated for Cabinet directives.
Section 3 - Key Functions and Performance for staff All staff have a leadership role • Maintain the key processes for the functional areas • All performance indicators noted above within the Team in their area of where they have expertise; and are achieved. expertise • Train other staff in the area they have a leadership role in. Collaboration with team members • Provide support to all members of the team across • All team members work well as a team to fulfil business group all functions of the team; and and support each other across all responsibilities, requirements and • Establish an understanding across all functions of functions. reporting. the team.
Health and safety accountabilities
• •
• Compliance with legislative obligations and • Ministry policy
Section 4 - Specific Role Requirements Responsibility for taking all practicable steps to ensure your own safety at work and that no action or inaction on your part causes harm to anyone else. Report all hazards, accidents, “near misses” or unsafe conditions to your manager or Health & Safety representative as soon as possible. Observing stated operating procedures and safety guidelines. Know and monitor compliance against all relevant legislative and Ministry policy.
Section 5 – Challenges What are the most difficult problems or major challenges faced by the team or role? Challenge/Problem How will this be solved or managed? What assistance is available? Working across all business units within the By establishing standards and having those Manager and Team Leader. Ministry standards approved by the SLT. Working with a diverse range of skills sets/ professional backgrounds Time critical nature of some requests from the Minister’s office
Section 6 – Relationships This describes the titles of individuals, business units and organisations with which the Jobholder has the most frequent contact and the nature of that interaction. Internal Contacts Nature and Purpose SLT and Senior Ministry Managers Intra Ministry collaboration and advice All business groups with focus on managers with financial delegations and Intra Ministry collaboration and advice Ministerial Support person in each business unit External Contacts Minister and Associate Ministers Office; including the Private Secretary Research providers Other Crown agencies (ME, MfE etc) including MSG SIS External Auditors
Maintaining the integrity of the relationship between the Ministry and the Minister’s office Working with research providers for compliance of research contracts Cross agency consultation Assistance and advice with regards to security Assistance and advice when required
Section 7 - Person Specification The person specification contains the skills, experience and personal qualities/competencies needed to perform the job successfully. Essential Desirable Qualification: • A relevant technical expertise and work experience. This may be supported by • Experience within New Zealand relevant tertiary qualification. public sector. Work • Proven experience in at least one key function; • Demonstrated knowledge of Experience/skills/ government processes. • Proven ability to add value in the work processes; knowledge: • Proficiency and competency in the use of Microsoft Word, Excel, Outlook and Access; and • Demonstrate very good monitoring and control of key business relationship and performance.
Competencies:
Personal Attributes:
• Demonstrated ability to implement, control and manage good business • Demonstrate the ability to work processes; unsupervised and prioritise their own work load. • Excellent verbal and written communication skills; • Demonstrate exceptional people skills in establishing professional relationships with service providers and Ministry staff; • An ability to coordinate complex processes and gain the confidence of Ministry staff; • Ability to gain the respect of senior Ministry staff; • A high level of motivation; • Demonstrated ability to respond to demands, work independently and to deadlines with an established attention to detail; and • An ability to work successfully in a team environment. • Professional attitude; • An interest in the public sector. • Ability to network within the Ministry and external contacts; and • A focus on team and individual results.
