Position description
Position / Chief ExecutiveDepartment / Department of the Prime Minister and Cabinet (DPMC)
Position purpose / The Chief Executive, DPMC employs 114 FTEs[1] and oversees appropriations totalling approximately $21m[2] (in the 2011/12 financial year), and leads a department that plays a pivotal role in the coordination and integration of State sector agencies’ support for the Government.
DPMC supports the effective conduct of executive government by the Prime Minister, the Governor-General and members of the Cabinet. Its principal role is provision of advice on a daily basis to the Prime Minister and Cabinet on the issues that confront the government, particularly its policy priorities. DPMC provides impartial advice to the Governor-General, through the Clerk of the Executive Council and Government House. DPMC coordinates and leads the work of government departments and agencies to ensure that decision making takes account of all relevant viewpoints, and that advice is as coherent and complete as possible.
The Department of the Prime Minister and Cabinet, the State Services Commission and the Treasury are the central agencies of the Public Service. The Chief Executive works with the Prime Minister and Cabinet to clarify the Government’s critical policy priorities, and with the State Services Commissioner and the Secretary to the Treasury on the development and implementation of this policy programme and the realisation of effective performance by the State Services.
The Chief Executive of DPMC, as Chair of the Officials Committee for Domestic and External Security Co-ordination, also has a leadership role in security and intelligence. The Chief Executive gives the Prime Minister strategic advice on security and intelligence matters, integrates and aligns the work of agencies to meet Government’s security and intelligence priorities, governs and oversees the intelligence sector, and represents New Zealand’s security and intelligence interests overseas.
Key external relationships / Government and Parliament:
With the consent of the Prime Minister, the Chief Executive, DPMC provides advice to other Ministers on policy coordination and administrative matters.
The Chief Executive, DPMC provides advice to the Intelligence and Security Committee of Parliament.
State sector:
State Services Commissioner
Chief Executive and Secretary of the Treasury
The Chief Executive, DPMC also works with other chief executives across the State Services. S/he has a special relationship with New Zealand’s intelligence and security agencies, and maintains relationships with key foreign intelligence heads.
Community
The Chief Executive also works with business interests, iwi, local government and community groups in coordinating Government’s strategic agenda.
Performance profile
Accountabilities / The Chief Executive, DPMC, is accountable to the Prime Minister. The Chief Executive must perform the duties set out in the State Sector Act, the Public Finance Act and other relevant statutes and legislation, some of which are listed in the attached departmental profile.
The Chief Executive, DPMC, is also accountable for:
· providing the Prime Minister with independent, accurate and timely advice on constitutional matters, on domestic and international issues, including on security and intelligence matters, and on matters the Prime Minister deems to have significance for the Government
· providing assurance to the Prime Minister that the critical policy priorities of the Government of day are being effectively delivered
· coordinating the policy formulation process across the Public Service
· provision of impartial secretariat services to the Cabinet, the Governor-General and the Executive Council
· supporting the Governor-General
· setting strategic priorities for the security and intelligence sectors and supporting all-of-Government efforts in their realisation
· governance and oversight of the New Zealand intelligence community, as well as leading intelligence diplomacy on behalf of the community
· provision of foreign and domestic intelligence assessments
· coordination of preparedness and response to security crises, emergencies and natural disasters.
Critical areas of success / Over the next five years, the Chief Executive will be required to deliver results in the following critical areas:
· leadership of the security and intelligence sectors, in light of the Chief Executive’s role of national security advisor to the Prime Minister
· ensuring high quality advice is provided by the Policy Advisory Group on all matters coming before Cabinet, particularly the Government’s priority areas
· ensuring that DPMC operates effectively with Treasury and SSC as the “corporate headquarters” for the State services, particularly by clarifying the Government’s critical policy objectives and working in conjunction with SSC and Treasury to ensure that these priorities are reflected in the priority and resourcing decisions of State Services agencies
In addition, the Chief Executive will be required to provide leadership to lift the productivity of the public service.
Person profile
Leadership within the Public Service / Excellent leadership by public service chief executivesis essential tohigh performing departments and a high performing public service. Chief executives are required to work together in a spirit of service and strive towards theoverall goalof a system of world class, professional State Services, serving the government of the day and meeting the needs of all New Zealanders.
Position specific competencies / The descriptors[3] below summarise the competencies in which the Chief Executive, DPMC will need to be skilled.
Strategic agility / The Chief Executive must, above all, be knowledgeable about the breadth of government activities and linkages between them. Within the context of Government’s broad strategic and economic goals s/he must be able to see ahead clearly and anticipate future consequences and trends accurately. The Chief Executive must be able to identify what is important and predict where problems might emerge, and consider often conflicting views before advising the Government.
Political savvy / A key requisite of the position is to manage and be responsive to the needs of the Prime Minister and other Ministers. This requires an ability to exercise excellent judgement in managing the interface between the Public Service and the political office of the Prime Minister. This judgement will be underpinned by a sound understanding of New Zealand’s constitutional base and its conventions.
Manoeuvring through complex political situations effectively and quietly; and being sensitive to how people and organisations function are essential competencies of this role. The Chief Executive’s knowledge of government systems must be thorough in order to operate effectively at this highest level in the system.
Intellectual capability / As the Chief Executive is required to advise upon and discuss complex issues with Ministers and other chief executives, this is a crucial competency. Being recognised as agile, bright and intellectually sharp and capable of dealing with multifaceted concepts and complexity comfortably are key competencies. S/he must also be able to demonstrate intellectual leadership, high analytical, conceptual and innovative thinking.
Composure / Being cool under pressure and having a reputation for holding things together during tough times are key requisites. The Chief Executive works in ambiguous environments where problems and solutions are not readily defined. S/he must have the resolve and confidence to successfully broker deals and agreement in challenging situations
Motivating others / In order to advance the government’s strategic agenda the Chief Executive must be able to call upon firm relationships and diverse networks across New Zealand’s cultural, economic and social environment. S/he needs to be influential within the public and private sectors, business and interest groups and wider national and international networks. S/he must be able to reconcile viewpoints in contentious circumstances and build productive relationships out of these events, irrespective of the constraints of the situation.
Integrity and trust / The Chief Executive must demonstrate the highest standards of personal, professional and institutional behaviour. S/he must be widely trusted, being seen as a direct and honest person who models the high standards of integrity and conduct New Zealanders expect.
Citizenship and Security Clearance / The appointee must be a New Zealand citizen.
The appointee will be subject to a New Zealand Government Top Secret Special security clearance.
Departmental profile
Department / Department of the Prime Minister and Cabinet
Legislation / The department administers the:
· Civil List Act 1979
· Intelligence and Security Committee Act 1996
· Inspector-General of Intelligence and Security Act 1996.
The Department is also responsible for:
· the statutory responsibility to appoint such officers as may be required to assist the Intelligence and Security Committee of Parliamentarians (established under the Intelligence and Security Committee Act 1996) to carry out its duties
· coordination responsibilities in the response phase of an emergency under the International Terrorism (Emergency Powers) Act 1987.
Functions / The Department:
· supports the Prime Minister and Cabinet having explicit responsibility for promoting coordination across the Public Service and provides direct support to the Prime Minister in:
o constitutional issues relating to the conduct of Executive government - including the formation of government and transitions between administrations; and issues associated with the operation of the Cabinet system
o current issues across the range of government business. The Prime Minister must have an overview of government activity and access to information on any and all issues that arise. The Department of the Prime Minister and Cabinet works with the rest of the Public Service to achieve this, coordinating activity where necessary
o administrative support to the Prime Minister and the Governor-General
· supports the Governor-General in carrying out his functions
· brings the system together by facilitating government decision making at both a strategic and operational level
· ensures the intelligence system and national security priorities are well led, coordinated and managed.
The Cabinet Office:
· is a government secretariat, providing continuity and impartial support for operations at the centre of government. The Cabinet Office is a unit within the Department of the Prime Minister and Cabinet, headed by the Secretary of the Cabinet. The Secretary of the Cabinet is a public servant and therefore politically neutral. The position is held by someone other than the holder of the position of Chief Executive of the Department of the Prime Minister and Cabinet
· Secretary of the Cabinet is responsible directly to the Prime Minister for the impartial recording of Cabinet decisions and for the development and administration of Cabinet processes. The Secretary is also responsible to Cabinet as a collective for ensuring the confidentiality of Cabinet proceedings and the impartial and effective operation of the Cabinet system
· Secretary of the Cabinet usually also holds the office of Clerk of the Executive Council. The Clerk of the Executive Council is responsible directly to the Prime Minister and the Governor-General respectively for servicing the Executive Council and providing advice, as required, on constitutional and central government administrative matters.
Outcomes / The Department seeks to achieve ‘good government with effective Public Service support’ and its supporting objectives include:
· decision making by the Prime Minister and Cabinet is well informed and supported
· Executive government is well conducted and continues in accordance with accepted conventions and practices
· the Governor-General is appropriately advised and supported in undertaking his/her constitutional, ceremonial and community-leadership roles
· New Zealand intelligence community attains improved performance and continues to be sustainable in the longer term
· national security priorities and intelligence system are well led, coordinated and managed
· State sector performance is improved.
Organisational structure[4]
Dimensions / 114 FTE of which 111 are based in Wellington, and 3 are based in Auckland
Appropriations / Appropriations in the Vote: Prime Minister and Cabinet for the 2011/12 financial year cover the following:
· a total of $7.170 million (34.1% of the Vote) on free and frank advice on policy issues; services to facilitate inter-departmental coordination of policy development and leadership of a more collective approach to performance across the state sector. From the Cabinet Office, advice on constitutional policy and procedural issues for the Governor-General, and the Prime Minister and Cabinet; coordination of the Government's legislation programme; secretariat services to Cabinet, Cabinet committees and the Executive Council; and administration of the New Zealand Royal Honours system
· a total of $585,000 (2.8% of the Vote) on support services to the Governor-General and maintenance of the residences. This represents two month expenditure and is a consequence of the passing of the Governor-General Act 2010
· a total of under $2.930 million (14.0% of the Vote) on support services to the Governor-General and maintenance of the official residences
· a total of under $5.600 million (26.7% of the Vote) for the leadership, advice, coordination around national security matters, leading collaboration within the New Zealand intelligence community and providing assessments to support national security
· a total of $407,000 (1.9%) for establishing and operating the Science Advisory Committee
· a total of $150,000 (0.7% of the Vote) on Government House capital investment
· a total of over $1.610 million (7.7% of the Vote) under permanent legislative authority (Governor-General Act 2010) for payments for the salary, allowance, programme and travel expenses outside New Zealand of the Governor-General
· a total of over $300,000 (1.4% of the Vote) on departmental capital expenditure
· a total of $74,000 (0.4% of the Vote) under permanent legislative authority (NZSIS Amendment (No. 2) Act 1999) for payments to the Commissioner of Security Warrants
· a total of over $1.960 million (9.3% of the Vote) for depreciation expenses on Crown assets (Government Houses and their contents)
· a total of $218,000 (1.0% of the Vote) for an ex gratia payment to the University of Auckland to support the Prime Minister's Chief Science Advisor’s own specialised research programme.
Details of these appropriations are set out in Parts 2-6 for Vote Prime Minister and Cabinet in the Information Supporting the Estimates of Appropriations.
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[1] Note that the number of employees will change following the implementation of the Central Agencies Shared Services (CASS) project in March 2012. Note: total number is 123 including secondees.
[2] See page 6 for full details
[3] These skill descriptions are based on Lominger International’s LEADERSHIP ARCHITECTÒ Competency Sort Cards, Copyright Ó 1992, 1996, 2001-2003 Lominger Limited, Inc., a subsidiary of Korn/Ferry International ALL RIGHTS RESERVED, and are used with the express permission of Lominger International.”
[4] Note that this structure will change with the implementation of the Central Agency Shared Services (CASS) project in March 2012.