POSITION DESCRIPTION Position: Project Manager, 12th Festival of Pacific Arts 2015 Status : Fixed Term Contract: Full –time, February 2014 – June 2015 Reports to: Senior Manager, Maori Engagement Location: Auckland or Wellington (this role will be required to travel and engage with artists and stakeholders across New Zealand and to travel internationally to Guam). Background: The Pacific Arts Festivals which is held every four years focuses international attention on the rich and diverse cultural heritages of the Pacific and the need to nurture them. New Zealand has had a delegation at every Festival. The 12th Pacific Arts Festival is to be held in the Guam in 2015 and is expected to attract Pacific Artists from more than 20 Pacific Island countries. Purpose: The incumbent will be responsible for planning, promoting, facilitating and coordinating the New Zealand delegation to the Pacific Arts Festival in Guam and for working with others to ensure that an effective communications plan is in place and that the project is delivered on budget. Accountabilities: KEY RESULT AREAS 1. Project Management CRITICAL TASKS PERFORMANCE INDICATORS (S.M.A.R.T) Develop Project Plan and Critical Path. Develop Project Budget and Budget Reporting Schedule in conjunction with the Finance team. Project Plan and Budget are complete, accurate and accepted by the Sponsoring Manager. Risk management strategy and compliance requirements developed with Project Plan. Implement Plan according to agreed objectives and milestones. Convene meetings of Reference Group. Convene meetings and coordinate activities of Project Team. Write and distribute minutes and action points of the Reference Group and Project Team meetings. Compile list of New Zealand delegation. Project Plan documents the objectives and effective strategies to achieve Project outcomes. Project Plan identifies all key resources, human and material, required to achieve Project outcomes. Risks identified, managed and reported on. Project Plan and Critical Path delivers on key tasks and milestones. Reference Group and Project Team meetings are held as agreed with Sponsoring Manager. Reference Group and Project Team meeting minutes and action points distributed within three working 1 Arrange travel to Guam. days of each meeting. Arrange accommodation in Guam. List of NZ delegation members is confirmed. Plan, co-ordinate and facilitate New Zealand-based hui as agreed in Project Plan. Travel to Guam is confirmed. Plan, co-ordinate and execute the New Zealand night function in Guam. Accommodation in Guam is confirmed. New Zealand-based hui are held. The New Zealand night function is held. Key tasks undertaken and milestones achieved in agreed timeframe. Legal and best practice requirements are met. 2 2. Project Accountabilities Liaise with the Finance team to manage, monitor and report on the Project Budget. Manage, monitor and report on Project Plan, Critical Path and Key project milestones. 3. Media and Communications Liaise with the Communications Advisor on the development and implementation of the Media and Communications Plan. Liaise with the Communications Advisor and the CNZ communications team on the implementation of the media and communications strategies. 4. Relationship Management/ Maori and Pacific Island Responsiveness Take prompt and pro-active action to alert Senior Manager, Maori Engagement, to any significant areas of over/under-expenditure, resourcing issues or potential problems that affect the achievement of key milestones. Liaise with the Communications Advisor to maintain regular schedules of internal and external communications. Prepare and distribute regular panui to all members of the NZ delegation to keep them informed of progress, developments and requirements. Arrange regular contact with all parties specified in Key Relationships ensuring relationships with Maori participants are in accordance with tikanga Maori. Financial management and reporting systems established and complied with, and reports are accurate, informative and timely. Project Budget monitored weekly and formal budget reports produced monthly. All project reporting requirements met fully on time. “No surprises” weekly reports to Sponsoring Manager. Key Project Milestones achieved on time and within budget. Media and Communications Plan accepted by Sponsoring Manager/Project Team. Media and communications strategies implemented. Regular schedules of internal and external communications maintained. Panui to all members of the NZ delegation are prepared and distributed on a regular basis, Key tasks undertaken and milestones achieved in agreed timeframe. All parties are well-informed and have confidence in the progress of the project. Issues are quickly and satisfactorily resolved. Use regular meetings, telephone and email communication to maintain effective relationships with all parties. 3 Key Relationships Primary Relationships Project team Administration support Reference group Manager, Maori Engagement (Sponsoring Manager) Chief Executive, CNZ Chair, Te Waka Toi Board member, Te Waka Toi Council member, CNZ Chair, Pacific Islands Arts Committee Pacific Islands Senior Arts Advisor Communications Advisor Manager, Maori Arts Funding Finance Manager External participants Participating Artists Participating VIP’s Officials of other government agencies who have an interest in the Festival, i.e. the Ministry of Arts, Culture and Heritage, MFAT, Te Puni Kokiri Officials of the Festival Planning Committee in Guam, particularly the Head of the Festival Secretariat Secondary Relationships Maori Arts Advisor (Auckland) Communications and Advocacy Team, CNZ Private Secretaries of the Minister of Arts, Culture and Heritage and the Minister of Maori Development Chief Executive of the Aotearoa Traditional Maori Performing Arts Society Members of Kingi -Tuheitia’s official party Manager, Business Services, CNZ Finance Team Education, Skills, Knowledge, Experience Experience: Proven high-level events management experience as the ‘event/project lead’. Skills & Knowledge Excellent project management skills. Demonstrated knowledge of Maori Arts Demonstrated knowledge of Te Reo and Tikanga Maori Excellent stakeholder and relationship management skills including negotiation, facilitation Well developed written and oral communication skills. Excellent financial management skills including developing and managing budgets, financial analysis, financial reporting and establishing control systems for financial management. Good computer skills; experience in Microsoft Project or other project management software an advantage 4 Competencies Planning and Organising Leadership Relationship and stakeholder management Results Focus Initiative Analytical thinking/problem resolution 5