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