Organisation: Maribyrnong City Council
Job Title: Coordinator Governance
Word Limit: Three Pages Addressing the Criteria
Location: Maribyrnong Council Offices
Please accept this as my application for the position of Coordinator Governance with the Maribyrnong City Council. My extensive knowledge, experience and qualifications make me ideally suited for this role and I address the criteria below as a demonstration of the expertise, knowledge and abilities I will bring to the role.
Tertiary qualification in local government, law, business administration or a related disciplined
My tertiary qualifications include a Diploma of Management (Fraud Prevention), Batchelor of Arts (Accounting Economics) and Master of Commerce (Accounting currently on hold). I am additionally a member of the Institute of Internal Auditors and the CPA. In addition I have an extended experience of over 15 years in compliance audits, Finance and administration and both corporate and local government governance.
Substantial management experience in a governance-related field in the public or private sectors
I am currently employed with the Surf Coast Shire Council as their Coordinator Governance and Business Improvement. This existing position had been realigned to not only coordinate the governance requirements of Council but to develop and roll out an independent Business Improvement Audit programme, aimed at reviewing, recommending and strengthening the various business processes, practices and controls Council wide, ensuring their compliance with the various Acts and Regulations governing Local government.
Demonstrated excellent communication, report writing, accuracy and negotiation skills
When the Victorian Auditor General’s Office (VAGO) Report of 2012 identified a need for Councils to develop a Fraud Policy and Fraud and Corruption Control Plan I accepted responsibility for the job and developed a Fraud and Corruption Control Plan that would observe Council values (Respect, Integrity, Collaboration and Innovation). The timeframe for completion was Feb 2014 so I had to coordinate my other activities and duties as well as undertake research on fraud and corruption. This included employing my excellent communication and negotiating skills where some staff were reluctant to participate in questionnaires prepared as part of the data gathering process. However I successfully gathers all the information required and submitted the Policy and Plan to the Executive Management Team (EMT) who heartily endorsed it and it then went through the Audit and Risk Committee (ARC) and was well received by the two groups and I was congratulated by the CEO for my speedy and effective turn around.
Thorough knowledge of current legislation/regulations and reporting practices as they apply in local government
My extensive knowledge and experience of current legislation and regulations was obtained through my employment with the Local Government Investigations and Compliance Inspectorate as their Senior Compliance Officer. My sound analytical and conceptual skills and ability to interpret legislation were demonstrated during this employment I worked assisting councils to meet the highest standards of accountability and transparency in governance practices. During this period I was responsible for implementing an audit framework from inception, including setting up a scheduled rolling audit plan that ensured all 79 Councils in Victoria receive an audit from the team over a three year period. The Inspectorate provided an independent appraisal of compliance with the Local Government Act 1989 (Act) at these audits, looking at issues such as procurement and contracts, risk management, human resources, financial management and budgets, local laws and up to 25 other governance requirements of the Act. My implementation of this audit framework ensured that council business controls and governance processes were fully adequate and functioning in a manner to permit and promote compliance with the regulatory requirements of the Act.
Sound analytical and conceptual skills including ability to interpret legislation
During my work in the Financial Services Unit of the Department of Justice I examined all the internal and external processes for financial, risk management and fraud prevention. After a careful analysis I consulted with the various stakeholders in order to promote the agency financial and corporate governance framework as a rigid and effective barrier to internal and external fraud. As a result I was responsible for the creation of a ‘Fraud Control Plan’ that was approved, implemented, and applied across all business units for the prevention, detection and management of risk. The implementation of the Fraud Control Plan was a strategic approach I took to finding creative ways of engaging the community in the consultation and decision making of this business process. l I provide written reports analysis and recommendations to the council on a range of matters including legislation and as the Council’s Freedom of Information (FOI) and Privacy Officer I undertake a wide variety of tasks (dealing with both the wider arm of the community and other government/non-government agencies) that relate to these matters.
- Demonstrated ability to deal effectively and diplomatically with enquiries, complaints and staff matters
Recently a situation arose where a complaint regarding fraudulent activity had been made. I undertook the task of investigating the complaint I set up meetings with the staff member outlining the complaint received by the Council and indicated an investigation was underway. I had ensured the staff member had a representative with them and ascertained if they were happy with the team that would be investigating. During the meeting it emerged that there was no real valid complaint but the issue was simply a clash between two fellow staff members. A plan was drawn up whereby it was agreed the staff member would be transferred to a different business unit for several months and to ensure there were no further issues. The result was that the staff member is very happy and doing very well in the new business unit and no further issues have transpired.
- Demonstrated ability to influence, resolve complex issues and make sound decisions
A complex issue arise regarding Driving Procurement at Council regarding the model that was to be used, whether centrally managed or some other alternative was used. Using my extensive experience and knowledge as an accountant and auditor at both state and federal levels as well as with the Local Government Inspectorate, I accepted the responsibility for this task and set up a newly Procurement and Contracts unit under my existing Governance Business unit. I discovered I would not be able to facilitate this role alone so recruited a Procurements and Contracts Officer to assist. I then determined a central led model was the most optimum with the operations, templates, documents and training carried out from our area and individual procurement carried out by the respective business unit managers concerned. This proposal was successfully submitted to and accepted by management and Council and a new Procurement platform was then set up. Reviewing the procurement policy, which was endorsed by the EMT, ARC and Council, I then started working on the procurement manual. The plan itself is highly successful with cost savings made in the areas of insurance and Consultancy. The MAV Procurement LEAP Procurement Program, an initiative of the Municipal Association of Victoria, using real data and evidence to improve the procurement capability and performance of councils, and enables structured collaboration between councils and across the sector has also been taken on board by the Council.
- Ability to manage time and set priorities to achieve planned objectives
In my tenure with the Surf Coast Shire Council as their Coordinator Governance and Business Improvement specialist I have managed my time and set priorities enabling me to roll out an independent Business Improvement Audit programme, specifically focused on reviewing, recommending and strengthening the various business processes, practices and controls of the Council thus ensuring the Council’s compliance with the various Acts and Regulations governing Local government
- Demonstrated ability to work in a team environment and manage staff
We have a Leave Planning Register but emergencies sometimes arise and I work longer or extra hours to ensure the duties are completed. I am currently instituting a cross training program for staff to extend their skills and improve the smooth flowing of work without interruption when unscheduled leave is taken. I consider training and staff development is vital and enhances the staff member’s ability to do a better job and improves their value to the team. A recent Work Place Assessment carried out has showed the staffs are extremely happy with the training program as is my manager as indicated in my annual performance report.
- Local government experience is an advantage as the position requires a sound understanding of how a Council and local government operate
With over 10 years in local government I have a solid understanding of the processes and procedures of local and council governments. This includes the coordination of a diverse range of council operations and applying governance to various aspects of council business. Providing back up and support to the council in matters of interpretation and compliance with legislation, providing fraud and audit plans and policy, and contributing to the overall vision of the strategic planning and organisational culture.
With confidence in my own abilities I welcome the opportunity to become a strong, contributing member in this new position. Thank you for your time and effort in considering my application and I look forward to the opportunity to discuss further my suitability for this position in an interview.
