Position

Description

Project Control Coordinator

Position Number: NEW

Directorate: Environment & Infrastructure

Location: 311 Glenferrie Road, Malvern

Reports To: Director Environment & Infrastructure

Supervises/manages: Nil

Employment Status: Permanent Full Time

Band 8 in accordance with the Stonnington City Council Enterprise Agreement

Classification:
No.10/2017 (EA) or its successor

Probation Period: Six months

Enquiries: Rick Kwasek, Director Environment & Infrastructure

Date: February 2020

Our values
This position is responsible for identifying, developing, analysing, consulting, monitoring and
reporting on project and program plan and schedules and driving the development of scalable,
consistent and maintainable project and program plans across all programs of the organisation.

This position will implement and mature program and project control practices across the
organisation, ensuring that the internal delivery, contractor schedules, earned value and reporting
data is analysed and considered to provide recommendations and inform delivery constraints. This
position will be responsible for delivering a record of safety, environment, occupational health and
safety, risk and compliance excellence.

Key Responsibilities and Duties

Project / Program Management
» Lead the development implementation and ongoing improvement of a Project Controls
Framework across the organisation
» Lead the development, implementation and ongoing improvement of the scheduling modelling
process across the organisation
» Lead program and project planning activities with project, program and functional staff and other
unit leads to develop robust delivery schedules cognisant of dependencies, resources critical
path logic and risk
» Provide effective support and assistance to internal program / project functional leaders in the
delivery of a range of organisational initiatives
» Support the overall strategic direction by developing and delivering robust short-long range
project plans, priorities and schedules for major works projects
» Feasibility and concept development of major projects with clients and their external customers
and stakeholders to a variety of site, planning and financial constraints.
» Lead the development of Councils Capital Works Program together with program leads

Review & Analysis

» Monitor and review programs with department leads and help drive program delivery
» Drive on-going quantitative and qualitative schedule analysis and review of progress
achievement to ensure all schedules are conveying the status of the program and project
» Support the generation of frequent succinct and insightful project and program reports to the
Executive Team.
» Work closely with financial business support and provide ongoing financial monitoring

OHS & Risk

» Demonstrate safety behaviours in accordance with OHS accountability requirements
» Implement governance systems procedures and practices including OHS, risk and compliance
» Analyse sources of information to understand components of risk assisting with the formulation
of relevant mitigation strategies and effectiveness metrics and lead risk indicators
» Ensure compliance with regulatory standards, OHS, risk, environmental and any other
standards
» Effective management of Enterprise Risk
» Continuous improvement using best value principles
» Investigation and implementation of improved service delivery processes including group
facilitation, consolation and adaption of technology and training.

Administration
» Set clear objectives, plan activities, prioritise resources and allow for changing circumstances
and inputs to deliver projects and programs on time and to the required standard
» Ensure timely and accurate preparation and presentation of Council reports, briefings and
Councillor updates relating to projects for both internal and external stakeholders
» Ensure the ongoing review of contract documentation being prepared to ensure compliance with
tender and contractual legislation and requirement and effectively manage contracts to ensure
timeframes and budgets are not exceeded
» Monitor budgetary spending against pre-determined targets, weighing up options on a cost
basis in order to make recommendations and continuously look for greater efficiency
» Manage project related records and documents efficiently including minutes from meetings,
decision logs and project plans.

Stakeholder engagement & management

» Effectively liaise with contractors including negotiating price variations and claims, evaluating
time extensions, the mediation and resolution of conflicts and monitoring of compliance with
project specifications
» Build and maintain effective relationship departmental and directorate leaders and the Executive
Team and program leads
» Establish open, productive and effective relationships with internal program and project staff,
functional leaders and subject matter experts to promote ideas and gain agreement for risk
management actives in support of program objectives
» Work collaboratively with internal stakeholders to ensure seamless management and reporting
of planning and project controls compliance
» Drive development by demonstrating confidence and providing specialist planning and project
controls advise and support across the organisation to internal stakeholders
» Lead and manage projects teams tasked with managing the delivery of infrastructure
development projects
» Develop, implement and monitor key stakeholder engagement and communication plans
» Ensure the timely response to staff and public enquiries and attend to correspondence
» Attend and convene meetings with work/project stakeholders and report on progress with
work/projects

Other Duties
» Ensure that due care and diligence is undertaken at all times and that actions do not create a
risk to self and others
» Other duties as directed within the skills and abilities of a position at this level
» Employees should care for Council property at all times and not deliberately misuse or damage
Council property
» As a Stonnington employee, it is your responsibility to ensure you are fully aware and comply
with the recordkeeping responsibilities detailed in the Records Management Policy.

Healthy and Safe Work Environment

The City of Stonnington is committed to continuous improvement in occupational health and safety
standards. It is a fundamental requirement of all employees to work in a manner that is safe and
without risks to self and others and in accordance with relevant OHS legislation and Council’s OHS
policy.
When using Council property or equipment, employees are required to adhere to instructions,
operating procedures and the Occupational Health and Safety Act and Regulations.

Accountability and Extent of Authority

» Challenge assumptions and demonstrate an understanding of and take responsibility for actions
and outcomes
» Provide advice and project / program updates to Executives and other Council staff
» Liaise with consultants, contractors, public authorities and members of the public and
community
» Establish operating procedures and formulate operating budgets
» Prepare and administer quotation documentation and engagement of consultants and
contractors
» Provide input into the development of strategic plans.
The freedom to act is governed by broad goals, policies and budgets with periodic reviews to
ensure conformity with those goals and a reporting mechanism to ensure adherence to budgets.
Decisions and actions taken at this level may have a substantial effect on the operational unit
being managed and on the public perception of the wider organisation.

The advice and counsel provided by this position is relied upon for guidance and part-justification
for adopting particular practise or decisions, the impact of which may be substantial upon the
organisation and the community.

Judgement and Decision Making

» Make informed decisions on the coordination of work projects / programs, based on Council
policy and wider organisational objectives
» Provide regular reports on work in progress and expenditure updates against budget
» Manage the performance of consultants and contractors engaged in the delivery work projects /
programs
» Use of personal judgement in the identification and analysis of an unspecified range of options
» Identification and development of policy and practice options for management consideration
» Problem solving will involve the application of established techniques to new situations and the
need to recognise when these established techniques are not appropriate
» Guidance and advice is not always available within the organisation.

Specialist Skills and Knowledge

» Demonstrated understanding of strategic direction and how to align implementation and
integration project pans and priorities with the aim the deliver quality, sustainable and high value
outcomes with a large, complex and highly regulated public sector organisation
» Comprehensive and in-depth knowledge and understandings of planning, scheduling, projects
controls and earned value management principles, processes and application
» Ability to draw insight and analyses from complex contractor schedules and earned value
management reporting
» Strong understanding of risk management principles including risk identification, management
and control effectiveness
» Excellent attention to detail
» Advanced computer skills
» Stakeholder management and engagement skills
» Sound knowledge of budgeting and accounting/financial procedures
» Understanding of long term goals of the Council as well as the legal, socio-economic and
political context in which it operates.

Management Skills
» Ability to assess, interpret and judge information or situations and formulate recommendations,
provide specialist advice or deliver a service, based on the findings
» Ability to plan, organise and manage one’s own work load, as well as motivate and support
others to achieve results within expected time frames, despite conflicting pressures
» Work with consultants and contractors to ensure the delivery of work/projects and programs in a
timely manner
» Demonstrated analytical and problem solving skills.

Interpersonal Skills
» Demonstrated ability to lead planning forums or workshops, involving experienced project /
program managers as customers, including the ability to influence, negotiate and establish a
rapport with key internal and external stakeholders and drive outcomes
» Strong presentation skills and experience in coaching and training program / project managers
and teams in planning and project controls and concepts and their practical application
» Well-developed performance improvement and consultation skills
» Well-developed interpersonal and communication skills including the demonstrated ability to
build strong, credible relationships and influence, persuade or negotiate outcomes that are of
benefit or add value, to all or part of the organisation
» Ability to prepare accurate, clear and concise correspondence, specifications, quotation/tender
documents and reports
» Effective mediation skills to engage with Council staff, consultants, contractors and external
stakeholders and manage complex stakeholders with competing priorities
» Strong administration and record keeping skills
» Ability to liaise and gain cooperation and assistance from work/project stakeholders, other
employees and members of the public
» Ability to lead, instruct and motivate consultants, contractors and internal stakeholders.

Qualifications and Experience

» Experience in infrastructure or construction developments
» Tertiary qualifications in Project Management, Construction Management, Civil Engineering or a
related field
» Experience in undertaking quantitative and qualitative analysis of schedule and earned value
performance in complex projects / programs and generating succinct and insightful written
reports addressing complex information and options
» Experience in leading the development of planning and project controls process’, plans and
procedures
» Experience in the preparation and evaluation of tenders and management on design and
construction based contracts
» Construction Induction White Card
» A current Victorian driver’s licence
» Current Working With Children Check (or ability to obtain)
» Ability to obtain a police check outcome suitable to the position.

Inherent Requirements of the Position

» Please refer to the position’s Inherent Requirements Matrix.

Key Selection Criteria

» Tertiary qualifications in Project Management, Construction Management, Civil Engineering or a
related field with a Construction Induction White Card and a current Victorian driver’s licence.
Certificate IV in Local Government (Operational Works) is highly desirable
» Significant experience in managing projects between $5M and $60M using established project
management methodologies and software, as well as developing thorough project plans,
schedules, estimates and managing high risk and / or high profile project remits in a complex
organisation
» Evidenced capability to write concise project progress updates or reporting including
performance data, identify emerging or current trends or variances, EVM, risks and issues and
WHS risks
» Previous experience in leading, or participating in, feasibility studies, developing return on
investment / cost benefit analysis, researching and recommending priorities, budgets and
forecasts
» Demonstrated understanding of strategic direction and how to align implementation and
integration project pans and priorities with the aim the deliver quality, sustainable and high value
outcomes with a large, complex and highly regulated public sector organisation.

Canvassing of Councillors and Council Officers

Direct or indirect canvassing of Councillors and Council Officers in any manner that may influence
the outcome of an application for this role may result in Council disqualifying the application of an
external applicant or Council undertaking disciplinary action up to and including termination of
employment for an internal applicant.
Approval
PREPARED BY: Emily Anderson Date: February 2020

APPROVED BY (Director): Rick Kwasek Date: June 2020

REVIEWED BY (P&C): Emily Anderson Date: June 2020