JOB PROFILE
Job Title:
Location:
Grade:
Business:
Visits and Ceremonial Manager
Wellington
17
Visits and Ceremonial Office, Executive Government
Support
1. The Department of Internal Affairs - Te Tari Taiwhenua
The Department of Internal Affairs – Te Tari Taiwhenua - is the oldest
government department and traces its history back to the structures put in
place immediately after the signing of the Treaty of Waitangi.
Today the Department is a significant public sector organisation that
serves and connects citizens, communities and government to build a
strong safe nation. Our vision is that the Department of Internal Affairs is a
recognised leader in public service – known for innovation, essential to
New Zealand, and trusted to deliver.
We work to achieve these outcomes:
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Strong, sustainable communities/hapü/iwi
Safer communities
New Zealand and international communities trust the integrity of New
Zealand’s records of identity
Executive government is well supported
We are a diverse organisation with over 1,000 employees in 200 different
roles, working from 17 locations throughout New Zealand, plus small
offices in Sydney and London. We have revenues of over $140 million
annually.
2. Work Place Principles
The principles or values that identify the way we work in DIA are:
“We Value People, We Act with Integrity, We provide Outstanding
Service”.
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
1
The principles indicate what people can expect from the Department and
what is expected from the individual.
3. The Business
Executive Government Support
Executive Government Support Group (EGS) currently comprises the
following teams:
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Business Services Unit
Ministerial Services
VIP Transport Service
Visits and Ceremonial Office
Media and Communications Unit
The Translation Service, Authentications Unit, and New Zealand
Gazette
The Gambling Commission
Visits and Ceremonial Office
The Visits and Ceremonial Office is required to deliver the following
specified activities to the Crown:
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Guest of Government visits;
Ministerial and State functions;
Facilitation services at three international airports;
Commemorative Events;
Congratulatory message service, Government flag store and hire
services.
4. The Position
a) Purpose of position
To be a key team member involved in:
• the creation, planning, implementation and management of events
including visit programmes, ceremonial and commemorative events
and other facilitations,
• the provision and advice on other constitutional activities and State
and Ministerial functions as required.
b) Key Relationships (Internal / External)
• Director, Visits and Ceremonial Office
• Deputy Director (Media Manager), Visits and Ceremonial Office
• Prime Minister and Prime Minister' Office
• Speaker and the Office of the Speaker
• Ministers of the Crown and Ministerial Offices
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
2
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Members of Parliament
Government House
Office of the Clerk
Department of Prime Minister and Cabinet
Parliamentary Service
Diplomatic Protection Squad
Diplomatic Missions
Ministry for Culture and Heritage
New Zealand Police
New Zealand Defence Force Headquarters
Ministry of Foreign Affairs and Trade
Office of Veterans’ Affairs
Wellington Returned Services Association
Local Kaumatua
Other Government departments and agencies
Other EGS Managers and relevant Managers in the Department of
Internal Affairs
Other National and Local Bodies, Community Groups and
organisations as appropriate
c) Reporting
You will report to the Deputy Director (Operations) Visits and
Ceremonial Office.
In relation to the planning, organisation, implementation and
management of specific events, you may report to another Visits and
Ceremonial Manager who may take the lead on a specific event.
d) Key results and impacts
• All events including Visit Programmes and Ceremonial and
Commemorative Events will be well structured, reflect agreed
objectives, will promote New Zealand positively and delivered in
accordance with stakeholder directives and expectations.
• You will facilitate persons who are entitled to facilitation on the
dates and at times requested and according to airport authority
procedures
• State and Ministerial functions will be delivered to agreed standards
and according to the requirements of the host.
• Commemorative Events will satisfy the ex-service community and
contribute to a wider public understanding of commemorative
activities and programmes.
• Protocol advice and services will be provided according to relevant
established conventions and practices.
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
3
e) Key responsibilities and tasks
Visit Programmes organised and implemented
• Organise programme and visit arrangements according to
advice from host Ministers, relevant Government departments
and Diplomatic Missions including:
o Briefing meetings with all key participants/contributors, and
ongoing advice and guidance for key participants;
o Reconnaissance visits (where appropriate);
o Arrange and co-ordinate all accommodation, domestic air
and ground transport, hospitality and administration details;
o Prepare budget estimates for the visit and for signing off;
o Publish the programme containing full itinerary details,
delegation lists, procedures, transport, hospitality,
accommodation schedules and administration details;
o Accompany Guest of Government for duration of visit and
direct the visit;
o Liaison with media in association with the Manager of Media
and Communications;
o Produce visits report (monitoring services provided against
performance measures) and financial reconciliation.
State and Ministerial Functions Arranged
• Identify and arrange all hospitality requirements (food, beverage,
seating, PA systems, displays, cultural issues and media).
• Prepare and distribute procedures.
• Prepare guest list for Ministerial acceptance, issue and receipt
of invitations.
• Prepare budget for approval
• Brief host Minister, attend and facilitate the smooth running of
the function.
• Produce function report (monitor services provided against
performance measures) and financial reconciliation.
Facilitation at Wellington International Airport
• Meet/farewell Ministers and other dignitaries as requested and
arranged.
• Facilitate Customs and MAF clearances, arrival documents, and
baggage collection.
Ceremonial and Commemorative Events Organised, including State
funerals and swearing in of Governors-General.
• Prepare and distribute action plans and clear/concise
procedures.
• Prepare invitation lists, issue and receipt of invitations
• Co-ordinate rehearsals (where required).
• Publish Orders of Service.
• Arrange advertising and media requirements.
• Manage and attend events and undertake allocated duties.
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
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Conduct and participate in debriefings and contribute to report
on outcome of event against performance measures.
Business Unit Management and Special Projects
• Contribute to business unit management requirements
(business and strategic planning, maintenance of protocol and
procedures manual and database).
• Apply appropriate risk management practices when managing
visits and events
• Contribute to business planning and adjust to fluctuations in
work demands through cooperative teamwork
• Assist other EGS Business Units (cross boundary teamwork)
where appropriate.
Health and Safety
• Actively promoted health and safety within the workplace.
• Take personal responsibility for keeping self and others free
from harm.
• Follows safe working procedures, rules and instructions.
• Reports incidents and hazards promptly and suggests
appropriate remedies.
• Knows what to do in an emergency.
f) Delegations
Nil
g) Security Clearance
A security clearance to Top Secret level is required.
5. Criteria for Selection
a)
Special Requirements: Nil
b)
Competencies:
Achieves Outcomes
This describes being proactive and innovative, and solving problems whilst
managing risks, to produce worthwhile outcomes in our work and for the
people of New Zealand. It connects to our vision to be a ”recognised
leader in public service, known for innovation, essential to New Zealand
and trusted to deliver”. DIA major outcomes are derived from our purpose
to serve and connect citizens, communities, and build a strong safe nation.
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
5
Performance indicators - Levels
2 – Enhanced
• Freely shares knowledge, experience and appropriate information
with others to help them achieve outcomes
• Plans and evaluates own activities in relation to outcomes
• Considers risks when seeking to solve problems and develop new
solutions
• Applies sound judgement
• Works with others to analyse, develop and implement solutions
• Considers long term implications of policies and actions
Provides Outstanding Service
This describes delivering professional effective public service to clients,
external and internal, who use our services or products, and for the people
of New Zealand. This competency connects with our vision to be leader in
public service, our purpose, and workplace principle, “We provide
outstanding service”.
Performance Indicators
3 – Supervisory or Advisory
• Ensures the public or client group has clear, adequate and
accessible information on services and entitlements
• Ensures services meet the needs of and are accessible to the full
range of clients
• Encourages and inspires others to provide quality service
• Ensures clients are treated fairly, reasonably and equitably
• Monitors client satisfaction, acting on feedback promptly and
without defensiveness
• Reviews and improves processes and procedures to improve
service delivery
Collaborates and Builds Relationships
This is about working co-operatively, positively and effectively with and for
colleagues, clients, other agencies, suppliers and stakeholders, to achieve
outcomes in a public service environment. It relates to our workplace
principles “We value people” and “We act with integrity”, and supports our
vision to be recognised as a leader in public service.
Performance indicators
3 – Supervisory or Advisory
• Proactively builds relationships with stakeholder groups
• Persuades and influences co-workers and staff
• Facilitates teamwork, enabling all team members to contribute
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
6
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Engages others, and provides direction
Works with, supports, and shares information in business units,
group, agencies and communities
Consistently and clearly communicates desired outcomes,
principles and values
Communicates confidently to individuals and groups
Engenders and inspires trust and respect
Resolves conflicts
Manages Personal Responsibilities
Managing Personal Responsibilities describes the personal, professional,
and ethical conduct required in the NZ Public Service. It also describes
the flexibility necessary for individual success in a changing world. This
competency connects to the DIA workplace principles “We value people”,
and “We act with integrity”. It also connects to the Departmental and
Public Service Codes of Conduct that guide our work practices and
behaviour.
Performance indicators
3 – Supervisory or Advisory
• Adapts personal style to situations
• Knows own strengths and weaknesses
• Addresses capability gaps and keeps up to date with professional
development
• Recognises and values learning
• Demonstrates healthy work - life balance practices
• Manages health and safety responsibilities
• Champions and demonstrates ethical behaviour
• Implements policies of the Government of the day irrespective of
personal views
• Uses Government and political systems, structures effectively
Achieves Effectiveness for Mäori
Achieves Effectiveness for Mäori describes working effectively with and for
Mäori colleagues, clients and stakeholders, to ensure their specific needs
are identified and met, and to create a positive work environment for
Mäori. It relates to our Effectiveness for Mäori (EfM) strategies, policies
and guidelines and supports our vision to be recognised as an EfM leader
in public service.
Performance indicators
2 – Enhanced
• Includes Mäori perspectives in either service delivery or policy work
• Applies understanding of the Treaty of Waitangi to the job
• Applies skill in Te Reo and Tikanga
• Provides feedback on and seeks to improve personal work practice
to be more effective for Mäori
(Note: refer to level two training competency standards for more detail)
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
7
Manages Information and uses Technology
Manages Information and Uses Technology describes managing
information effectively, and using information and communication
technology (ICT) to be efficient, productive, and to deliver a high standard
of service in an e-government environment. This supports the DIA vision
to be a recognised leader in public service, known for innovation, essential
to New Zealand and trusted to deliver.
Performance indicators
2 – Enhanced
• Demonstrates specialist technical skills at the depth and scope
required for the job
• Assists others as required
• Uses tools to improve efficiency and effectiveness
• Solves routine problems without assistance
• Recognises and communicates new problems
Additional competencies
Nil
Summary of Competencies
The table below indicates the competency levels (from the DIA
competency framework) required for this job.
Competency
Achieves Outcomes
Provides Outstanding Service
Collaborates and Builds Relationships
Manages Personal Responsibilities
Achieves Effectiveness for Mäori
Manages Information and Uses Technology
Level
2
3
3
3
2
2
6. Success in the Job
You will know you have been successful when you have achieved the
results and demonstrated the competencies outlined above.
Within 6 weeks of your commencing in the job, your manager will agree
with you the detail of your performance agreement for the year.
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
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Note: Job profiles and competencies may change over time. Jobholders
will be notified of any changes. Consultation will take place in the event of
any material changes that affect the overall scope, function and possibly
size of the job.
Approved
Name:
Janice Calvert
Position:
General Manager, Executive Government Support
Signature:
___________________________________________
Date:
____________
Executive Government Support
Position: Visits and Ceremonial Manager
Date Issued: February 2010
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