Job Specification

Purpose :

- To coordinate and manage project processes and project staff in the development and implementation of I&IT projects and project components on behalf of the Cluster and in partnership with the Ministry business area and relevant external parties.
- To plan, lead and coordinate small projects for an enterprise-wide or Cluster-wide I&IT project or to coordinate medium to large scale projects, working in partnership with project managers, partner business areas and relevant parties.
- To support and coordinate project reporting, production and approvals of project deliverables.

Key Responsibilities :

1. Project Management
- Develops project schedules, deliverables and scope. Works with the clients, internal I&IT specialists, business planners and other stakeholders to ensure terms of reference are clear and accurate.
- Provides leadership to project teams, external service provides/vendors through all phases of projects; plans, coordinates and assigns work based on established priorities.
- Leads, controls and coordinates all project-related systems and procedures, including technology infrastructure change, transition and implementation.
- Leads and coordinates project monitoring, anticipates and troubleshoots issues, provides ongoing expertise, resolves problems and improves project effectiveness.
- Promotes I&IT project management best practices and adherence to standard methodologies.
2. Project Support/Coordination
- Leads, coordinates, supports and/or assists in the planning, development, preparation of planning documents and submissions, including MB20?s or RBP products related to I&IT projects or with an I&IT component; monitors and forecasts project costs and provides reporting and input to ensure targets are met.
- Assists in developing and implementing performance metrics to measure project success; provides project information, liaison and analytical support services to the program area.
- Establishes and maintains the document management process for all documents and other information resources used for, or developed by the project.
- Makes recommendations on the acquisition of software, hardware, technology resources.
3 Project Processes and Issues
- Works with project teams to ensure project deliverables are delivered on time and meet government and ministry standards.
- Coordinates and monitors project processes, and develops/communicates guidelines and procedures.
- Provides technical guidance to project staff and stakeholders/clients by reviewing processes (e.g. for efficiency, effectiveness) and deliverables (e.g. for conformity with standards and quality criteria).
- Provides assistance in planning, development, production and approval of Terms of Reference and Project Charter processes, documents and deliverables.
- Identifies potential and developing risk, communicates impacts of risk to partners and stakeholders, and provides recommendations for risk mitigation.
- Handles client relationships to manage expectations, provides project updates, identifies potential conflicts between project and functional areas; develops responses for review.

Knowledge / Skill :

Knowledge of and skills in:
- Project planning and control methods, techniques, tools, current software, best practices, project life cycle methodologies, standards and policies to lead small projects and to coordinate and support medium-large I&IT projects.
- Project coordination, including planning, estimating, scheduling, measuring, monitoring, controlling and reporting
- OPS, Ministry and Branch I&IT strategies, plans, standards and directives to ensure project compliance.
- Information handling technology, including information processing, storage, and accessibility, industry-wide standards, protocols and functionality for I&IT products including hardware, software, networks, middleware, service management frameworks, and business intelligence tools.
- Corporate I&IT development operations and objectives and related I&IT solutions to define effective project scope, approaches and establish deliverables.
- Financial and controllership management to administer project budgets and provide forecasting of costs.
- Operational planning and development to implement and monitor operational project management policies and procedures.
- OPS procurement and tendering policies and processes to participate in acquiring goods and services and/or to administer contractual agreements.
- Written and oral communication techniques to prepare and edit reports, including business cases and MB20 submissions, project plans, status reports and planning documents, system models and operational policies.

Interpersonal / Influencing Skill :

- Communication and consultation skills to obtain cooperation from and share project data/information with stakeholders, client management, program staff and consultants on I&IT project management processes and administrative project management methods.
- Advisory skills to advise project stakeholders including project managers, planners, coordinators and client groups in identifying and addressing issues related to project processes and deliverables.
- Team building and collaboration skills to engage with project team members, ensure collaboration and focus on achieving project deliverables.

Analyzing / Problem Solving Skill :

Analytical and problem-solving skills to:
- Evaluate and define project management requirements, identify options, make recommendations, coordinate and implement processes for projects and its components.
- Identify and evaluate specific issues or risks, provide options analysis and recommend action plans to mitigate the risk; recommend options to management.
- Assess and interpret multiple functions and processes, conduct in-depth analysis, determine priorities, plan and organize work.
- Participate in determining requirements for planning documents and submissions to facilitate senior level decision- making.

Decision Making / Responsibility :

Responsible for:
- Project coordination of assigned components and initiatives to ensure/support project planning, effective use of assigned financial, material, and human resources in adherence with timeframes, standards and service agreements.
- Preparing/monitoring projects budgets; recommending allocation/use of resources, recommending assignments of resources from within I&IT for project work; participate in selection of service providers, coordinating their work, monitoring performance to ensure contract is met.
- Provides leadership for assigned staff, including setting priorities, scheduling, assigning work, monitoring/reporting technical performance, providing technical training.
Has latitude to participate in selection of service providers and monitor performance in relation to contract standards.
Decisions and recommendations are guided by OPS, Cluster and Ministry guidelines governing I&IT technology architecture; project management best practices, templates and standards; corporate and Ministry procedures governing the preparation of planning documents and other submissions.

Contacts / Stakeholder :

- Project stakeholders, Ministry client managers and Cluster staff to provide advice and guidance on risk management, processes and approaches.
- Cluster managers and staff, project managers and staff, partners, program leads, client managers and staff to provide technical guidance, assistance
and advice, as well as updates on project status, recommendations and resolution of issues.
- I&IT vendors to exchange information, participate in procuring services, coordinate work and address service problems.
- Peers in other clusters or multi-project environments to participate in PM process management, information and sharing.
- Project staff and professionals to provide advice, consultation, and coordinate problem resolution.

Guidance / Supervision :

- Provides guidance and expertise concerning risk management to project leaders, staff and partners, as well as technical guidance on issues.
- Provide consultative guidance and assistance to program managers and staff on administrative process matters for non-I&IT matters.
- Coordinate the work of project staff.

Demands / Pressures :

Work Demands :

- Frequent unexpected work demands, tight time pressures, and limited control over pace of work, circumstances which are all dictated by the project
environment and project-based issues.
- Occasional conflicting work demands.

Mental / Sensory :

- Frequent periods of concentrated listening to provide user training, troubleshooting and post-implementation support.
- Frequent periods of concentration to analyze, document and map diverse business processes.

Conditions / Environment :

- Work is performed in a typical office environment.