Job Specification

Purpose of Position :

To provide project management leadership and expertise for the development, implementation and promotion of ministry standard, guidelines, templates and related processes which foster consistency, efficiency and excellence in the application of project management principles across the ministry. To lead project management training programs for ministry staff and provide coaching and hands-on support on projects. To provide leadership and expertise to facilitate the integration and coordination of the Ministry's core businesses and projects identified in the ministry operational plan.

Duties / Responsibilities :

1. Provides a high level of subject matter expertise in project management to advise senior management, project managers and team members across the ministry regarding project management tools, methodologies and best practice approaches. Provides coaching and mentorship throughout a project to strengthen the ministry's project management capacity.

2. Provides leadership in the development and implementation of ministry project management tools, templates policies and guidelines. Determines and implements optimum approaches to promote these best practices through the ministry's Centre of Excellence, content on the branch portal and learning events.

3. Provides a high level of project management expertise to lead priority projects through critical phases of work, ensuring that project management best practices are adopted by the project team. Communicates regularly with project teams to obtain updates on work components and to summarize project status. Provides a high level of customer service to clients throughout the ministry.

4. Works with the Manager and colleagues in developing, implementing and evaluating strategies to strengthen the ministry's capacity in project management and supporting a project management community of practice including building a network of coaches and mentors for the sharing of best practices and lessons learned. Develops, designs and/or delivers a range of Innovative training and learning development

5. Conducts ongoing research and evaluation of best practices, emerging trends and developments in the field of project management including advances in technology, government, broader public sector and private sector. Shares lessons learned, best practices and changes in professional standards. Identifies and presents recommendations for adoption within the ministry.

6. Provides expertise and leadership to ensure appropriate governance is in place on priority projects to ensure a high level of project accountability. Provides expert advice on the details of project work breakdown structures and project workplans to help ensure project results for ministry priority protects.

7. Encourages and promotes the use of project management tools including project charters, risk logs and issues logs, and advises staff on how to use these tools effectively. Provides expert advice on project close-out processes and lessons learned reporting so that best practices can be shared across the ministry and emulated.

8. Works with the Manager to develop the ministry's annual operational plan, taking into account government priorities, fiscal realities, operational impacts and other strategic consideration. Conducts research and consults with internal stakeholders as required to complete the plan.

9. Provides leadership in the development, implementation and refresh of the automated project management tool to track and report operational plan priorities to the Associate Deputy Minister, Deputy Minister, other ministry executives, the Minister's Office and Minister, including quality control of project management practices, monitoring of progress in achieving expected results, risk identification and development of mitigation strategies and contingency plans. Flags issues for the Manager, and prepares and presents material for the Ministry's Management Committee and other governance committees as required.

10. Reviews ministry-wide priority project portfolios and monitors their progress to identify and resolve issues regarding their prioritization and alignments. Acts as a facilitator and broker between divisions in the identification of issues, root cause analysis and impacts to further project success.

11. Prepares briefing materials and status reports to inform Ministry Management Committee of progress, issues and results. Provides regular advice to the Manager, Director, Associate Deputy Minister, Deputy Minister and ministry executives on the status of projects measured against project plans, timelines and operational plan targets. Represents the Ministry on OPS wide committees regarding project management and operational planning as required.

Knowledge :

Position requires expert knowledge of professional project management principles, standards, techniques and tools to provide project management leadership and expertise for the development, implementation and promotion of ministry standards, guidelines, policies, templates and related processes and to work with the Manager and colleagues In developing, implementing and evaluating strategies to strengthen the ministry's capacity in project management. Knowledge and skills in project management development and management concepts, theories, trends, best practices, principles and techniques to provide a high level of project management expertise to lead large, complex, cross-divisional priority projects that are linked to key government commitments through critical phases of work, ensuring that project management best practices are adopted by the project team. Knowledge of project scope management, schedule and time management, cost management, risk and quality management strategies or frameworks, procurement management, and resource management principles, best practices, processes and techniques to develop and manage integrated project schedules and plans and provide leadership across the ministry on large scale projects.

Knowledge of adult education techniques and innovations in learning and knowledge transfer to develop, design and/or deliver a range of innovative training and learning development. Knowledge of and skills in risk management to identify risks in project management during quality control of projects and to develop mitigation and contingency plans.

Knowledge of the Ministry strategic direction, structure, and priorities and understanding of the operational planning process to work with the Manager in the development of the ministry's annual operational plan, taking into account government priorities, fiscal realities, operational impacts and other strategic consideration.

Research and analytical skills to conduct ongoing research and evaluation of best practices, emerging trends and developments in the field of project management. Relationship management and advisory skills to develop and maintain business relationships across the ministry, to provide expertise and leadership on project teams and to encourage and promote the use of project management tools.

Oral communication, negotiation and presentation skills to communicate regularly with project teams and to act as a facilitator and broker between divisions in the identification of issues, root cause analysis and impacts to further project success. Written communication skills to develop a range of project management related materials including best practices, tools, templates and guidelines, project reports, research results, learning and presentation materials, content for the branch portal, issues and briefing materials.

Team leadership skills to provide leadership on project teams.

Proficiency with common office software (eg: MS Office, MS Project, databases, Internet, Intranet, Web.

Judgement :

Position worked under the general direction of the manager, Project Management Office and within the broad framework of ministry strategic directions and policies and accepted professional project management principles. As a senior ministry expert in project management, the position is expected to work with a high degree of Independence when providing subject matter expertise in project management to senior management, project managers and team members across the ministry. Judgement is exercised in determining and implementing optimum approaches to provide expertise on key phases of high priority projects and providing hands-on support on assigned project initiatives while identifying needs and acting as a mentor throughout a project to strengthen the ministry's project management capacity. Judgement is exercised in conducting the research and evaluation of best practices, emerging trends and developments in the field of project management to determine and recommend adoption within the ministry; in encouraging and promoting the use of project management tools and in providing expert advice on project close-out processes and lessons learned reporting so that best practices can be shared across the ministry and emulated. Judgement is exercised in ensuing quality control of project management practices, monitoring of progress in achieving expected results, identifying risks and developing mitigation strategies and contingency plans. Judgement is also exercised in reviewing ministry-wide priority project portfolios and monitoring their progress to identify and resolve issues regarding their prioritization and alignments and in acting as a facilitator and broker between divisions in the identification of issues, root cause analysis and impacts to further project success.

Accountability - Programs :

Provides project management leadership and expertise for the development, implementation and promotion of ministry standards, guidelines, templates and related processes which foster consistency, efficiency and excellence in the application of project management principles across the ministry. Leads project management training programs for ministry staff and provides coaching and hands-on support on projects. Provides leadership and expertise to facilitate the integration and coordination of the Ministry's core businesses and projects identified in the ministry operational plan.

Accountability - Finance and Materials :

Provides input to the costing of project budgets.

Accountability - Impact of Errors :

Errors in the provision of senior level project management expertise could result in project delays, cost over-runs, and unmet government commitments leading to criticism that ministry is not fulfilling its health system priorities.

Contact - Internal :

Frequent contact with ministry senior management, project managers and team members across the ministry to provide project management expertise, advice and hands-on support; to encourage and promote the use of project management tools and to act as a facilitator and broker between divisions in the identification of issues, root cause analysis and impacts to further project success. Regular contact with the Director, Associate Deputy Minister, Deputy Minister and ministry executives to provide regular advice on the status of projects measured against project plans, timelines and operational plan targets. Regular contact with ministry project management governance committees to present briefings and status reports on project progress, issues and results. Represents the Ministry on OPS wide committees regarding project management and operational planning as required.

Contact - External :

Regular contact with professional project management counterparts in the broader public sector and private sector to research and evaluate best practices, emerging trends and developments in the field of project management.