Swan Hill Rural City Council is an Equal Opportunity Employer Building Our Future Together

Project Management Office Manager Application Package

Swan Hill Rural City Council Phone (03) 5036 2333

Email: jobs@swanhill.vic.gov.au PO Box 488

Swan Hill VIC 3585

Contact

Svetla Petkova

Director Infrastructure

Swan Hill Rural City Council

p: (03) 50 362 395 | m: 0428 809 610 email: spetkova@swanhill.vic.gov.au

mailto:jobs@swanhill.vic.gov.aucallto:(03)%205036%202348

2

Contents

Our Mission… .......................................................................................................................... 2 Snapshot of Council ................................................................................................................. 2 Advertisement .......................................................................................................................... 3 Position Description… .............................................................................................................. 5 Key Selection Criteria… ......................................................................................................... 13

Our Mission Swan Hill Rural City Council will lead, work with, help and empower our communities to build our future together.

Snapshot of Council Swan Hill Rural City Council is a large municipality situated in North West Victoria and covers more than 6,100 square kilometers. The Murray River provides frontage to approximately 500 kilometers of the municipality which gives the unique characteristic of lush irrigation districts reaching into the golden grain belt of the Mallee and is home to just under 21,000 people. It includes the townships of Swan Hill, Robinvale, Lake Boga, Nyah, Nyah West, Piangil, Woorinen, Ultima, Manangatang, Boundary Bend and Tresco. Almost 8,000 of our residents are employed, with agriculture, health care and retail making up almost 50 per cent of employment by industry. The Swan Hill Rural City economy is driven by agriculture and manufacturing. Almost 16 per cent of the total economic output from the region comes from agricultural production with traditional livestock and broad acre farming accounting for almost four per cent. Irrigated farming (including stone fruit, grapes, nuts, olives and vegetable production) accounts for over 11 per cent of the total economic output for the municipality and more than 18 per cent of all jobs in the city are directly related to agriculture. Additionally food manufacturing (processing) accounts for almost 10 per cent of the municipality’s economic output.

20,580 Our population

6,116km2 Our area

4,492km The length of our local roads

11,849 Our rateable properties

$1.092 billion Gross regional product

7,927 People working

50M Council budget

220 Council EFTs

Swan Hill Rural City Council is an Equal Opportunity Employer Building Our Future Together

Advertisement

Project Management Office (PMO) Manager

Fixed Term Contract

About your opportunity

Swan Hill Rural City Council are currently looking for an experienced Project Manager with a minimum of ten years experience in Project Management and/or Civil and Municipal Engineering environment including construction and maintenance activities and contractor supervision.

This position will be responsible for developing and implementing a project management methodology for Council and establishing a mature project management culture. The position will also be responsible for the project management of specified major projects and to lead and support continued growth and development of project management capability at council.

All about you

The successful candidate is required to have tertiary qualifications in Project Management and or Civil Engineering along with being able to prepare, develop, monitor and review budgets.

You must have high level communication skills in negotiation, facilitation, report preparation and conflict resolution. You will be outcome focused with the ability to work broadly across the organisation and manage complex stakeholder relationships.

A current Police Check (within last six months) is a requirement prior to employment.

What we can offer you

Forget about long commutes. We offer work life balance with the mighty Murray River, nature and great activities right on your doorstep. Enjoy the rural lifestyle and be welcomed by a friendly community. Join a workplace that is innovative and forward thinking.

This fixed term position is for 3 years and attracts a total remuneration package of $150,000 - $160,000 (negotiable dependent on skills and experience)

Swan Hill Rural City Council is an Equal Opportunity Employer Building Our Future Together

About your environment

Swan Hill is a bustling provincial centre just three and a half hours from Melbourne and five and a half hours from Adelaide.

Located on the banks of the Murray River, our region offers a relaxed lifestyle, scenic views but with all the features you expect from the city.

Swan Hill is home to three major supermarkets; a diverse range of award winning restaurants and cafes; a wide variety of retail stores; gyms and sporting clubs; and is home to the iconic Pioneer Settlement and world class Heartbeat of the Murray laser light show, our region boasts a variety of tourism and recreational experiences.

Our community is proud, welcoming, and with more than 40 nationalities represented, offers a diverse and culture-rich experience.

To learn more about Swan Hill please visit https://dreamswanhill.com.au/ and Swan Hill Resident Guide.

Applications close

12pm on Monday, 18 January 2021. It is anticipated that interviews will be held on Monday, 1 February 2021.

How to apply

You are required to obtain a Position Description prior to applying for this role. Copies can be downloaded from Council’s website at www.swanhill.vic.gov.au or by phoning (03) 5036 2333. Any further enquiries can be directed to Human Resources.

Applications should be addressed to the Chief Executive Officer, Swan Hill Rural City Council, PO Box 488, Swan Hill 3585 or emailed to jobs@swanhill.vic.gov.au

Applicants that do not address the key selection criteria in their application may not be considered.

https://dreamswanhill.com.au/https://www.swanhill.vic.gov.au/wp-content/uploads/2020/07/2020_Swan_Hill_Resident_Guide.pdfhttps://www.swanhill.vic.gov.au/wp-content/uploads/2020/07/2020_Swan_Hill_Resident_Guide.pdfhttp://www.swanhill.vic.gov.au/mailto:jobs@swanhill.vic.gov.au

5

Position Description Project Management Office (PMO) Manager

Title: PROJECT MANAGEMENT OFFICE (PMO) MANAGER

Award: Parts A and B Swan Hill Rural City Council Enterprise Agreement 2018

Classification: SENIOR EXECUTIVE OFFICER

Occupant: NAME Date

Approved: SVETLA PETKOVA DIRECTOR INFRASTRUCTURE

Date

JOHN McLINDEN CHIEF EXECUTIVE OFFICER

Date

Records Only: Document ID Number:

File Number:

DISCLAIMER: This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

6

Accountability Statement This position is accountable to the Chief Executive Officer to oversee the successful coordination and delivery of council projects.

Position Objective The main objective of this position is to develop and implement a project management methodology for Council and establish a mature project management culture. The position will also be responsible for the project management of specified major projects and to lead and support continued growth and development of project management capability at council.

Key Responsibility Areas

Project Management

Develop and implement an appropriate project management methodology for Council having regard the level of project management maturity of the organisation.

Drive a culture of excellence in project management throughout the organisation.

Ensure project owners are accountable for their commitments and are tracking deadlines, deliverables, resources, and timelines throughout the project process.

Publish a project dashboard, which outlines the status of all projects through each stage of the project lifecycle.

Develop the project management team into a cohesive unit that delivers effective project management.

Coach and support project managers and project teams for project success and to lift project management capability.

Project manage specified major projects and ensure projects are delivered within agreed time, scope and budget; and that project milestones and deliverables are met.

Provide expert technical advice, project management expertise, and project support to other departments within the organisation as required.

Review and monitor compliance with project management standards, policies, procedures, and templates by means of project audits.

Prepare tender documentation including consultancy briefs, plans, specifications and contracts for procurement of consultancy services and/or contractors for construction works.

Undertake community and key stakeholder consultation with respect to upcoming major projects.

Undertake all corporate reporting as required by Council using its corporate reporting systems.

Prepare Council reports and attend Council meetings as required.

Represent Council at various community meetings when required.

Conduct regular audits and site inspections of internal and external contracts ensuring service specifications are being met.

7

General

Provide effective overall management of the programs/services within their area.

Support data logging and downloading of customer service responses and work achievements.

Prepare contract documents, advertising, analyse and report on tenders, including recommendations and general contract administration and supervision.

Undertake feasibility studies, major reports and investigations as directed.

Maintain appropriate links with professional bodies in order to capitalise on opportunities, and to remain informed of current trends in Project Management.

Ensure the development, implementation and ongoing review of strategies, programs and plans relevant to function.

Communicate with various authorities, ratepayers and organisations, both verbally and in writing as required.

Regularly report to Council on functions associated with the position.

Financial

Ensure operation of Programs within Managers areas of responsibility are conducted within budgetary limits and service agreements as appropriate and the utilisation of resources in accordance with approved budgetary expenditure.

Prepare annual operational budgets, and recommend appropriate resource levels for operation of Programs.

Monitor ongoing financial viability of the Programs, within budgetary constraints and Council’s strategic objectives.

Ensure the accountability requirements of funding agencies are met.

Pursue opportunities for external funding of programs.

Ensure effective project management that enables projects to be delivered in accordance with the intent of Council, on time and on budget.

Human & Other Resource Management

Supervision and development of staff within Managers areas of responsibility including appropriate delegation and monitoring of responsibilities, recruitment, performance management, analysis and implementation of training requirements, succession planning and annual performance review.

Develop and maintain a culture within the Unit, which emphasises strong customer service, a clear business like focus and ongoing development of efficient work practices through a positive team environment.

Risk Management

Identify, document and manage known, new and emerging risks and risk profiles for the business unit in line with Council’s risk appetite and policies.

Establish and maintain appropriate risk controls and treatment plans.

Communicate risk information with stakeholders at regular intervals.

8

Adhere to Council’s Risk Management Policy, Framework and procedures.

Participate in Council’s business continuity management program to ensure business disruption is managed appropriately.

Occupational Health and Safety

Comply with all Occupational Health and Safety procedures and requirements with reasonable care in relation to personal health and safety and the health and safety of other staff.

Lead and support business unit to adopt preventative actions and strategies for OHS matters and encourage a safety culture where employees follow effective risk management practices.

Assist Council’s OH&S Committee to investigate and report on all occupational health and safety incidents and accidents so that weaknesses in Council’s occupational health and safety system are identified and corrected.

Child Safe Standards

Commit and adhere to Council’s zero tolerance of child abuse, its principles of being a child safe organisation and its reporting requirements for child safety.

Adhere to the Victorian Child Safe Standards and related legislation, including Failure to Disclose, Failure to Protect and Grooming offences.

Maintain updated knowledge in relation to the safety and wellbeing of children and young people, including relevant legislation, the Victorian Child Safe Standards, Reportable Conduct Scheme including any new information that comes to light.

Policy / Planning

Develop strategies and operational plans relevant to the functions of Programs under Managers’ areas of responsibility.

Provide advice to the Director Infrastructure and Council on strategic issues.

Maintain appropriate links with professional bodies in order to capitalise on opportunities, and to remain informed of current trends in the environment and natural resource management fields.

Provide project management advice to other members of the Senior Management Team and other programs of Council.

Management Focus

In fulfilling the Key Responsibilities the Major Projects Manager will:

Establish and maintain productive relationships with the Council, the Chief Executive Officer, the Director Infrastructure, Engineering and Capital Projects Manager, Asset Manager, and other key Council staff.

Apply corporate management techniques in managing the resources of the section in the achievement of the Corporate Goals of Council.

Establish and maintain productive relationships with internal and external stakeholders including government and government agencies, contractors/consultants and the community.

9

Provide leadership to staff by communicating corporate objectives and expectations, developing teams and promoting the preferred organisational culture.

Adopt the use of appropriate management practices to ensure the development of competent and committed staff.

Provide initiative and innovative thinking within a context characterised by professionalism and decisiveness in dealing with issues faced by the section.

Achieve the Performance Objectives set for the position.

Lead with integrity and be a role model to others in living the organisational values.

Build a cohesive and cooperative work environment where people work together in a spirit of teamwork, trust and loyalty.

Accountability and Extent of Authority The incumbent is authorised to make decisions on all matters that are the responsibility of

the position subject to the decisions being within delegated authority, legislative requirements, established policy or recognised standards.

May commit expenditure as appropriate within the programs, which the position manages.

Is accountable for the attainment of budget targets both in terms of outputs and financial constraints, including relevant funding and service agreements.

Is authorised to sign routine correspondence within areas of functional responsibility.

Is authorised to carry out annual Employee Performance Reviews, make recommendation on remuneration and development of staff and deal with other staff management issues for those staff under the Manager’s supervision and in accordance with Council policies.

Is accountable for the overall conduct and performance of staff in Manager’s control in relation to the attainment of Council’s Corporate objectives and the implementations of Council’s policies.

Is authorised to carry out assessment and make recommendation on appropriate appointments to staff positions under the Manager’s supervision.

Undertake the preparation of tender documentation and provide advice to staff within section on tender and contract development.

Assess tender documentation and make recommendation to Director Infrastructure or Chief Executive Officer.

For the overall conduct and performance of the specific projects and programs allocated in relation to the attainment of Council’s Corporate objectives and the implementations of Council’s policies.

For positive responsiveness to all client groups both within and outside the organisation, and the community in general in the carrying out of the Council projects.

For compliance with all planning, building and other legislative requirements relating to the specific projects.

Liaison and co-ordination with other members of the Leadership Team to bring about an effective corporate appraisal of the specific works within the municipality.

Able to provide support to the Director Infrastructure.

Accountable for maintaining an efficient and effective contractor and inspection program.

10

Liaise regularly with the Director Infrastructure, Engineering and Capital Projects Manager, Assets Manager, Senior Accountant & the Economic & Community Development Manager on the progress of various projects, both from financial and works completed perspective.

Provide information and regular reporting on the achievement of objectives and targets to the Executive Leadership Team to ensure the progress of the overall Major Projects Program is up to date.

Provide specialist advice in area of expertise to internal and external clients.

Provide best value to the community by applying a continuous improvement philosophy.

Ensure that all tasks are completed within set time frames and budgetary controls.

Judgement and Decision Making Under general supervision and guidance by the Chief Executive Officer this position has the freedom to act in carrying out those duties and responsibilities specified in this position description, utilising personal judgement in the allocation of time and other duties.

The position shall:

Operate with discretion within the scope of priorities as determined and agreed with the Chief Executive Officer.

Display good judgement on technical, financial and human resource issues.

Possess demonstrated capacity to develop and consider options and make timely decisions consistent with organisational plans, priorities, budgets, and procedures.

Decisions will be made without specific guidance, as this is a specialist position and requires judgement and problem solving skills.

Problems may occasionally be of a complex nature not related to previously encountered situations.

Identify and analyse appropriate procedures, methods and technology to meet the needs of the position.

Shall operate with discretion within the scope of priorities as determined and agreed with the Chief Executive Officer.

This position requires problem solving abilities, at times without the guidance of the Chief Executive Officer or Director Infrastructure and various Leadership Team members on all issues relating to Major Project contracts, asset inspections, defect notices and customer request system.

Decision making to be guided by statute, procedure, policy and/or established guidelines and within budgetary constraints.

Specialist Skills and Knowledge Competent with computer software packages particularly MS Project, and Excel as well

as customer service systems and GPS technology.

General understanding on Local Government systems and procedures.

Experience with and understanding of contract administration, regulations and construction guidelines.

11

Capable of reading and interpreting technical drawings and plans.

Working knowledge of Civil Construction principles and practices.

Working knowledge of building construction techniques.

Understanding of principles within the Road Management Act and Council’s Road Management Plan.

Understanding of occupational health and safety systems and procedures.

Understanding of Quality Assurance principles and awareness of Quality Assurance systems and procedures.

Management Skills Management skills at a senior level to achieve goals and objectives and ensure

effectiveness of a group of diverse functions.

High level human, interpersonal and physical resource management skills, including ability to implement EEO and OH&S requirements and individual & team development initiatives.

Ability to provide relevant guidance to Council staff, contractors, community and work within the team’s environment.

Possess leadership skills with the ability to train, motivate and supervise staff and contractors.

Strong operational planning skills, with a capacity to meet changing demands.

Capacity to maintain progress against agreed standards and take appropriate action.

Clear understanding of issues associated with organisational / cultural change.

Ability to independently problem solve in difficult circumstances, establish priorities and meet strict deadlines & have conceptual skills to accurately perceive, interpret and manage complex issues and relationships.

Ability to foster strong working relationships with various contractors.

Ability to establish priorities, and to achieve targets despite conflicting pressures.

Strong strategic and operational planning skills, with a capacity to meet changing demands.

Organising ability which ensures the establishment of appropriate strategies, practices and resource allocation are achieved.

.A strong results orientation with a commitment to outcomes.

Ability to contribute to decision making in other areas to assist the Executive Leadership Team.

Interpersonal Skills Excellent written and oral communication skills.

High levels of energy, drive and determination.

Demonstrated initiative and innovative approaches to problem solving and decision-making.

12

Adaptability and flexibility in the face of a changing environment.

Possess a responsive and positive demeanour.

Ability to establish and sustain positive working relationships, internal and external to the organisation, is critical to the position.

Appropriate negotiation and conflict management skills.

High level public relations liaison and communication skills.

Ability to negotiate with contractors and other staff in respect of standards, problems and where required, variations in works or standards required.

Ability to maintain confidentiality.

Ability to liaise with all levels of management and staff.

Commitment to personal development.

Qualifications and Experience Minimum of ten years experience in Project Management and/or Civil and Municipal

Engineering environment including construction and maintenance activities and contractor supervision.

Tertiary qualifications in Project Management and or Civil Engineering.

Relevant experience with computer applications.

Previous demonstrable experience in the preparation, development, monitoring and reviewing of budgets.

Experience in staff management and development.

Current Drivers Licence.

Organisational Relationships Reports to: Chief Executive Officer

Supervises: Project Managers

Contractors

Internal Liaison: Executive Leadership Team, Leadership Team, Engineering Services, Works and all other Council departments and staff

External Liaison: Ratepayers and General Public

Service Authorities

13

Performance Criteria The performance of the Officer will be formally reviewed annually, and shall take into consideration performance against both key indicators and specific objectives set for the term of the review

Key performance indicators

Relationships with the Chief Executive Officer and the Executive Leadership Team

Management competencies

External and Internal relationships

Service provision

Areas of functional responsibility

Personal competencies

Strong financial management skills.

Relevant tertiary qualifications.

Ability to meet deadlines, motivate staff and perform within budgetary requirements

Key Selection Criteria Demonstrated ability to organise and plan workflow, set priorities and meet deadlines to

address the position’s key responsibility areas.

Progression of well developed communication skills, both verbal and written in negotiation, facilitation, report preparation and conflict resolution.

Proven ability to work unsupervised with solid time management and organisational skills.

Demonstrated resource and contractor management experience combined with understanding of regulations, guidelines and Acts relevant to the position.

Tertiary qualifications and experience relative to the position requirements.

A thorough knowledge and understanding of the principles and practices of equal employment opportunity and occupational health and safety and an ability to apply them to the work practices.