Hiring Manager for this position: Thomas Lyle - Manager Infrastructure Planning and Delivery - 0538 719 222 or careers@moira.vic.gov.au

Key Responsibilities and Functions

Teamwork

• Lead and coordinate the design and preparation of project to ‘shovel ready’ status including stakeholder consultation, permits and design. 
• Facilitate cross functional design working groups for project preparation.
• Foster a positive team culture by promoting engagement, accountability, and collaboration with stakeholders.
• Attend meetings as requested and support design team and internal stakeholders through effective planning and management.

Communication and Stakeholder Management

• Maintain effective communication and negotiation with customers and stakeholders, ensuring timely resolution of issues and strong customer focus.
• Develop and sustain professional relationships with key stakeholders to facilitate the planning, approval, and delivery of design projects.
• Coordinate stakeholder reviews of plans and proposals, ensuring a unified response to design consultants and managing engagement during the construction phase.
• Provide accurate, well-researched, and timely written responses and reports tailored to the audience’s needs, while consulting with relevant departments and authorities.
• Engage effectively with stakeholders, including community members, contractors, and regulatory bodies, to gather input and ensure project alignment with community expectations.
• Facilitate stakeholder meetings and presentations to communicate design project progress and gather feedback.

Occupation Health and Safety – Quality Management

• Implement Council policies and procedures, ensuring compliance with OH&S, EEO, workplace harassment prevention, and the Code of Conduct.
• Establish governance and quality standards for design projects, ensuring adherence throughout all phases of development.
• Facilitate consultants and design activities, ensuring adherence to OH&S, Environmental, and Quality standards, including conducting regular site visits and maintaining proper documentation.
• Maintain comprehensive records for reporting purposes to ensure expected outcomes are achieved and documented.

Risk Management

• Develop and maintain comprehensive risk registers, collaborating with subject matter experts to establish critical paths, cost estimates, and project scopes.
• Address and manage critical risks, contingency plans, and project impact measures, ensuring governance and compliance within the Council's corporate risk framework.Ensure that all design-related risks are managed within the Council's corporate risk framework.

Budget Management

• Manage design project budgets, ensuring cost-effectiveness and efficient use of resources.
• Provide accurate financial documentation and regular updates on design project progress and budget status.
• Monitor expenditure closely, advising supervisors of any potential budget variances before they occur.

Project Planning and Coordination

• Support project development and planning, ensuring stakeholder management and alignment with Council strategies.
• Implement tools for continuous monitoring, evaluation, and improvement of design processes.
• Lead the planning and scheduling of design projects, ensuring alignment with project objectives and community needs.
• Coordinate project activities to maintain timelines, identify risks, and implement effective solutions.

Design Management

• Facilitate all stages of design development, ensuring alignment with Council strategies, policies, and specifications through effective management of consultants and collaboration with internal department subject matter experts.
• Co-ordinate infrastructure designs from conception through to tender ready for construction, ensuring all necessary step are undertaken to hand over a ‘shovel ready’ project to construction team.
• Collaborate with internal departments and external consultants to deliver high-quality design solutions.
• Conduct reviews and audits of design work to ensure it meets the required specifications and quality benchmarks.

Consultant Management

• Oversee the procurement and management of design consultants, ensuring they meet procurement policy, project requirements and deadlines.
• Collaborate with consultants to guide design development and ensure alignment with Council strategies.

Procurement

• Collaborate with subject matter experts and stakeholders to develop specifications and designs for each project, ensuring alignment with project objectives.
• Coordinate the procurement process for design services, ensuring adherence to standards and best practices.
• Maintain strict confidentiality to effectively implement Council’s negotiation position with consultants and ensure effective procurement outcomes.
• Ensure adherence to probity standards throughout the procurement process to uphold transparency, fairness and integrity. 

Contracts Management

• Prepare and manage contracts with external design consultants and contractors, ensuring compliance with agreed terms.

Documentation and Reporting

• Prepare comprehensive reports, proposals, and documentation related to design projects, tailored to various audiences.
• Maintain accurate records of project activities, decisions, and stakeholder interactions for accountability and transparency.

Design Project Execution 

• Ensure that all design projects are delivered on time, within budget, and to the required quality standards.
• Coordinate project activities effectively, including task prioritisation and resource allocation.
• Facilitate project closeout, ensuring all documentation and regulatory requirements are completed.

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