Secretariat Coordinator

2 weeks ago

Wellington, Wellington, New Zealand New Zealand Government Full time
Mō te tūnga | About the role

As the Secretariat Coordinator you will provide high quality secretariat support to enable the assurance and oversight functions of management groups.

You will play a key role coordinating the efforts of both the Ministry of Defence and the New Zealand Defence Force, who share accountability for the Capability Management System.


Duties of the Secretariat Coordinator include:

  • Preparing agendas, papers, minutes, and correspondence in accordance with set standards and best practice to enable project boards and management groups to run effectively;
  • Ensuring projects are met on time, and to scope, by maintaining and coordinating project schedules, risks and issues registers, stakeholder management plans, and other project tools; and
  • Ensuring that Programme Management Office events, especially training courses, are delivered successfully by preparing event plans, booking venues, distributing meeting invitations, preparing agendas, and delivering timely provision of quality checked material and communications.
Ngā pūkenga me ngā wheako | Skills and Experience
The successful applicant will possess exceptional planning and organisational skills alongside proven relationship building and relationship management skills.

The successful applicant will also possess:

  • A refined secretariat skillset, including note & minute-taking, quality checking, scheduling, and synthesising complex material into easily digestible reports;
  • Able to communicate, engage, and consult with key stakeholders to achieve the programme or project results; and
Mō mātou | About Us
The Capability Branch Programme Management Office (PMO) works collaboratively with the MoD to support the Defence Capability Management System.

The Capability Management System operates across all phases of the capability life-cycle from strategic policy, to identifying the capabilities required to deliver it, and then acquiring, delivering, operating, and eventually disposing or replacing them.

The Secretariat Coordinator is one of a number of roles that, working closely with its counterparts across both organisations, will play a key role in the delivery of the right capability on time, and to budget, using best practice in all activities.

Every hour of every day, 365 days of the year, the New Zealand Defence Force is contributing to the defence, security, and well-being of Aotearoa / New Zealand.

As a modern, professional military, it is our goal to maintain well-trained, equipped, and disciplined armed forces that can react to crisis at short notice.

Nōu te rourou | What's in it for you
In return for your expertise, dedication and hard work, NZDF is offering remuneration reflective of your experience, along with:

  • Great benefits for you and your family.
  • Fully funded life cover up to $300,000.
  • 5 weeks annual leave per year.
  • Flexible working environment and positive culture.
  • Opportunities for career development.
  • Variety, challenge, and a chance to influence.
Me pēhea te tuku tono | How to Apply
To view the Position Description and to Apply, please use the links on this page.

Please note:

  • Applicants will be required to undergo a preemployment drug screening test prior to any offer of employment being made.
Applications close on Sunday 19 February 2023.

Please note:

Applicants must be legally entitled to work in New Zealand (NZ) and be able to obtain and maintain the required level of NZ Government security clearance for the position applied for.

The minimum citizenship and residency criteria for security clearances to be granted by the NZ Defence Force are as follows:

Higher level Security Clearance
- most preferably a NZ citizen who has resided continuously in this country for the last 10 years, OR
- is a citizen of, and/or has resided continuously in one or more of the following countries for the last 10 years: either Australia, Canada, NZ, UK or the USA; and has a background history that is verifiable and can be assessed as appropriate by the NZSIS towards a recommendation of suitability for a security clearance at a higher level.

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