Job Specification

Purpose of Position :

To plan and deliver the facilities management and accommodation program, fleet management, moveable assets and information technology assets for the region, including the provision of advice, recommendations and conduct of needs analysis/other assessments to meet client needs and effectively
support the region's operations and program/business delivery requirements.
To manage any required contractual arrangements (e.g. moves, maintenance, renovations, procurement) and coordinate asset inventory (i.e. acquisitions, control and disposal) in accordance with relevant legislation, policies, best practices and value for money.
To liaise, engage and coordinate with a range of internal, corporate and external parties on processes, projects/delivery of services, financial planning/management and resolution of problem/issues.

Duties / Responsibilities :

Job requires:
1. Planning and delivering the facilities management and accommodation program for the region by: consulting with managers and Corporate Management and Information Division leads, on facility/accommodation requests and needs; contributing to the development and updating of multi-year accommodation plans and asset management plans in accordance with regional strategic/operational plans; conducting needs, accessibility, security and workplace violence assessment analyses; recommending and developing modifications to address issues identified in assessments. Planning, coordinating and implementing accessibility accommodation requirements in accordance with legislation/policies and accommodation requirements associated with transformation organizational changes.
2. Maintaining/updating the building inventories and accommodation costing; preparing buildings for decommissioning/vacating (where applicable) and managing any required contractual arrangements for maintenance or renovation projects. Coordinating the development of work plans and logistical arrangements; analyzing and identifying consolidation opportunities where possible; and providing consultative support for projects from planning, design, execution, overall progress to completion. Monitoring project activities to ensure project deliverables are met; following up on building related issues involving the Property Services Action Line.
3. Carrying out site visits to various regional locations as required to discuss facility requests, problems as well as complaints with particular projects. Facilitating with site managers, Corporate Management Division, Infrastructure Ontario (IO) service providers and landlords to discuss/resolve complex issues (e.g. lease agreements) and project progress/problems.
4. Coordinating fleet management for regional/district offices, including identifying and recommending fleet requirements and liaising with management, regional counterparts, corporate fleet management and Ministry of Transportation (MTO) on annual vehicle acquisition, maintenance and disposal and issue resolutions (e.g. towing, repairs, following up on warranty, accidents, replacements). Maintaining inventory, monitoring adherence to assigned fleet limit levels, warranty/maintenance schedules and arranging for vehicle exchanges between districts and regions.
5. Coordinating the acquisition exchange and disposal of major moveable assets and equipment (ATVs, snowmobiles, boats, high value items, etc.); assisting in selecting products and obtaining necessary approvals. Negotiating price and delivery with vendors and maintaining liaison with suppliers regarding delivery, quality and other issues; reviewing and recommending invoices for payment. Managing inventory and replacement schedules.
Arranging for Hazard Identification and Risk Assessment evaluations for new, unfamiliar equipment.
6. Managing and controlling the inventory of computer equipment and peripherals, including coordinating acquisition requests, change orders, reconciliation of inventory, exchanges and re-fresh scheduling. Liaising with regional/district staff and Lands Resources Cluster on information technology matters, including troubleshooting hardware/software issues, networking issues and scheduling corporate system updates.
7. Providing advice and acting as regional resource on all relevant policies, procedures and best practices related to facilities/accommodation matters, procurement, fleet management (e.g. service level agreements, special orders), moveable assets and information technology assets (legal requirements, benchmarks, business systems, streamlined processes); guiding and supporting the region's approach in these areas and for resolution of issues (e.g. ergonomics, health and safety, space planning, new and/or updated software implementation, etc.).
8. Providing financial planning and accounting for portfolio functions, including preparing cost estimates, reports and recommendations related to renovation, relocation and accommodation projects, fleet management and moveable/information technology assets inventory (i.e. acquisition, repair/maintenance, disposal); identifying issues such as cost variances, project timing and risks to the ministry where service providers are not meeting deliverables. Preparing briefing materials, business cases and other materials for approvals and reporting purposes.
9. Establishing and maintaining effective working relationships/linkages within the region and districts , corporate offices (Corporate Management and Information Division), other ministries (e.g. Lands Resources Cluster, Ministry of Government Services) and stakeholders (land owners, IO, landlords, service providers,vendors) to identify/discuss issues and opportunities in support of effective infrastructure program delivery and administration. Working cooperatively with the aforementioned to ensure risk management processes, 'value for money' and/or changes in priorities are duly considered. Attending inter-ministerial meetings as required to discuss changes to policies, processes, best practices and achieving savings.
10. Working in accordance with the Occupational Health and Safety Act and its regulations and any workplace practices as directed by the Employer.
11. Other duties: Management has right to assign other duties.

Staffing and Licencing :

Valid Ontario Driver's Licence.

Knowledge :

Knowledge of facilities management/accommodation theories, principles and practices; division/regional plans, programs and business operations; and decision making framework (e.g. Delegation of Authority) to plan and coordinate a full range of facilities services, programs and projects for the region in accordance with OPS, ministry and industry standards.
Knowledge of the respective roles of MNR corporate branches, IO, and their service providers; and related ministry standards, legislation (e.g. OHSA,) and awareness of industry standards to determine that renovation, maintenance and/or relocation services meet region needs, industry standards and to resolve project issues.
Knowledge of OPS/ministry policies, directives, guidelines, processes and best practices related to accommodations, facilities management, fleet management and procurement (e.g. tendering processes, lease agreements, service level agreements, asset acquisitions/disposals, physical infrastructure, etc.) as well as OPS initiatives, policies, guidelines and legislation impacting program (e.g. accessibility, security and workplace violence, health and safety) to provide expertise/advice on policy interpretation/procedures, assess regional service/asset requirements and prepare/process required documentation; provide input to development of multi-year plans and asset management plans; coordinate the development of work plans/arrangements; and analyze consolidation opportunities.
Knowledge of government/ministry modern controllership principles and best practices, financial planning and accounting practices and processes to assess and recommend project and asset acquisition costs, best value for money and negotiate price and delivery arrangements for major moveable assets and equipment; manage the accounting related to Information and moveable asset inventories and infrastructure and provide advice/direction on interpretation and application of financial policies to ensure fiscal accountability.
Knowledge of project planning/management principles, methodologies and practices with strong project management, planning and organizational skills to plan, provide advice and manage the delivery of the region's infrastructure program (e.g. buildings, vehicles, equipment, IT equipment) and projects within timelines.
Knowledge in computer operation and software packages (e.g. MS Word, Excel, PowerPoint, Project Manager, databases, tracking, email) to prepare reports, presentations and correspondence and access, manipulate and analyze complex technical data.

Skills :

Strong analytical, interpretative and problem solving skills to conduct various assessments (e.g. accommodation such as ergonomics, health and safety, space planning, accessibility, security, workplace violence), adjust multi-year accommodation/project plans, determine fleet, moveable assets and information technology asset requirements for the region, prepare cost analysis, options and recommendations and identify/resolve problems with projects and/or procurements.
Oral/written communication, consultation and interpersonal skills to consult with regional managers on infrastructure program requirements, prepare draft reports, cost estimates and correspondence related to accommodation plans/projects and asset control inventories, provide options/recommendations to senior managers and establish/foster effective linkages within the region/districts and with corporate offices and external stakeholders to discuss/resolve issues.
Financial management skills to plan and control project financial resources; assess costs for acquisition and disposal of moveable assets, authorize payment and resolve issues where requirements are not met.
Strong consensus, negotiation and problem solving skills to negotiate resources/project requirements and resolve project/procurement issues.
Computer skills to prepare variety of written materials, conduct analysis and generate reports.

Freedom of Action :

Work is performed with a high degree of independence under the general supervision of the Regional Business and Financial Services Supervisor; but has access to division office staff and corporate offices for advice and guidance on complex policy and procedural requirements.
Job requires working within OPS/ministry policies, directives, guidelines, processes and best practices related to accommodations, facilities
management, fleet management and procurement (e.g. tendering processes).
Job exercises latitude in decision making in planning and carrying out a range of infrastructure program activities and initiatives within the region (e.g.
relocations due to transformational initiatives, maintenance, repair projects, fleet management, major moveable assets, information technology assets),
in assessing complex accommodation needs (e.g. accessibility, space planning, ergonomics, health and safety, security, workplace violence
assessment analysis) and developing recommendations/plans and project proposals to meet anticipated regional needs.
Job is responsible for overseeing contract arrangements, overseeing work progress and project completion and discussing/resolving complex issues
(e.g. disposal of buildings and lease arrangements) and in the handling of emergency situations (e.g. power failure) and deciding when to refer to the
Supervisor.
Job exercises judgement in researching, identifying and recommending best value for monies related to asset inventory control (i.e. acquisition,
replacement, disposal) in accordance with relevant policies/processes; in managing the financial planning and accounting that delivers value for money
and is fiscally responsible; and in arranging for Hazard Identification and Risk Assessment evaluations for new unfamiliar equipment.
Job acts as resource to the region and districts on the interpretation/application of policies, keeping informed of program changes through liaisons/meetings and for developing linkages within the region/districts, other regions, divisional and corporate offices to facilitate consolidation opportunities and resolution of common issues across the division.
Job organizes own work, establishes priorities and meets deadlines imposed by work requirements.
Ineffective planning and management of infrastructure program activities, projects and services or inappropriate advice/support to region/district management could result in poor accommodations or accessibility, non-compliance with legislative requirements and industry standards, ineffective use of public funds, delays in meeting project timelines, unsafe buildings/equipment, delays in delivery of regional operations and programs and criticism of the region/ministry.