Job Specification

Purpose :

- To provide a range of services - finance, HR, business, fiscal and operational planning - to support divisional programs.

Key Responsibilities :

1. Financial Analysis and Reporting
- Prepares a variety of regular and ad hoc reports to support senior management decision making processes and central agency requirements.
- Determines and researches appropriate data/information sources required, prepares spreadsheets, dashboards, summaries, briefings and presentation materials to support final recommendations.
- Participates in the development and maintenance of effective information and reporting systems/processes to ensure the currency, integrity and reliability of budget information.

2. Financial Planning
- Supports ministry forecasting process throughout the financial planning cycle; liaises with ministry program areas and central agencies regarding financial status, decisions support and reporting requirements.
- Coordinates the calendarization process.

3. Advice and Guidance
- Provides financial advice, guidance and customer service to clients on policies, requirements, procedures and issues, the implementation of approved financial processes and the preparation of budgets.
- Provides information to management to support effective decision-making in relation to financial and program planning and policy development.
- Provides analysis and information on the impact of various alternative scenarios. Provides support and analysis for the preparation of MB20's.
- Prepares briefing notes in response to financial information requests from senior management and ministry officials.
- Identifies learning needs, develops material and delivers presentations and workshops to advise on financial requirements and improve the quality and accuracy of financial management.

4. Business Plan Support
- Coordinates and provides financial expertise to Program Review, Renewal and Transformation (PRRT) process by preparing and providing information such as budget estimates, allocations, calendarizations, forecasts using IFIS. Provides advice to senior management on requirements for all the components of the report.
- Coordinates the ministry's FTE forecasts. Manages the Ministry's FTEs In conjunctions with the Strategic Human Resources Branch. Provides analysis, consultation, advice and reporting services to program areas to ensure the ministry operates within its approved FTE cap.
- Participates in the development of the financial sections of the Program Review, Renewal and Transformation (PRRT) process/submissions.
- Coordinates the ministry's IFIS access and Chart of Accounts process. Provides advice and guidance to the ministry's staff on IFIS and Chart of Accounts issues.
- Leads and/or participates in the design, development and delivery of financial/business planning/policy change training sessions.

5. Administrative Coordination
- Plans and coordinates services including purchasing and procurement, contract management, payments, HR and other business processes to support the division.
- Develops/implements processes to ensure consistency in divisional finance, HR, IT and business related activities. Provides advice to administrative staff responsible for finance and administration at branch level to resolve issues.
- Provides strategic advice to senior management on HR planning and operational issues, including development of divisional and branch HR plans.
- Provides project planning and management for implementation of corporate initiatives (e.g. emergency preparedness, performance review) throughout the division.

Knowledge / Skill :

Knowledge of and skills in:
- Government financial and accounting principles, policies and processes; understanding of financial statements and knowledge of program analysis in order to facilitate financial reporting and accountability, ensure the accuracy and integrity of the Ministry's financial information, contribute to the
development of Ministry financial systems and processes, evaluate financial forecasts/budgets and performance, assess the cost efficiency of operational activities, and advise program/project managers on fiscal matters.
- Budget allocation/tracking processes, expenditure forecasting, variance/risk analysis to provide advice to managers, program analysts and Ministry program staff to ensure that all Ministry and central agency requirements are met.
- Ministry organization, programs, priorities, administrative and financial structures and budget and financial management processes in order to ensure
effective financial management and control, preparation of central agency submissions and provision of advice to management.
- Planning, development, analysis, control and monitoring of financial information and functions of financial systems to ensure accuracy/integrity of
financial information.
- Organization, coordination and team leadership in order to plan/prioritize activities, provide direction to staff, coordinate the integration of information
from multiple sources and ensure that frequently tight and conflicting deadlines are met.
- Communications to prepare and present briefing notes, financial reports/data to senior management and central agencies.
- Computer applications for spreadsheets, word processing, presentation software and specific job-related software such as Integrated Financial Information Systems (IFIS) and Workforce Information Network (WIN).
- Employee shall have FLS proficiency level at Advanced-minus Written and Advanced-minus Verbal.

Interpersonal / Influencing Skill :

- Collaboration skills to work with other senior staff in addressing complex issues (e.g. developing Ministry estimates, developing effective information and reporting processes) and to influence program staff to provide certain financial information (e.g., expenditure forecasts) to meet tight reporting
deadlines.
- Presentation and influencing skills to provide guidance and direction to staff and to present data and options for solution of issues to the Board and achieve approval of submissions.
- Consultation and client relationship skills to develop and maintain good working relationships with ministry managers and central agencies' staff to negotiate/persuade decisions in ministry's best interests.

Analyzing / Problem Solving Skill :

Analytical and problem solving skills to:
- Analyze, interpret, assess financial information requests, formulate, and provide timely and effective recommendations to management.
- Interpret and apply financial directives and policies in support of business planning, budget development/ management and financial forecasting, reporting and analysis requirements.
- Analyze financial issues/problems, variance reports and funding shortfalls and formulating and recommending solutions.
- Analyze proposed policy changes, new initiatives and fiscal problems, examining cross-program implications, and recommending feasible solutions to issues for review by management.
- Evaluate financial performance, assess cost efficiency and risk potential of program options/activities, and advise on resolving accounting issues.

Decision Making / Responsibility :

Responsible for:
- Plans/leads coordination and provision of financial, HR, business, fiscal and operational planning and management.
- Provides advice to branch management in finance, operational, business and HR planning and management.
- Provides management and reporting of cost centre budgets, and leads the PRRT/Estimates process.
- Has latitude to plan and oversee a variety of Ministry activities/processes and provide advice in support of the fiscal management and controllership of the ministry. Decisions and recommendations are guided by broad framework of central agency and ministry financial policies, directives and guidelines, often with significant impact on Ministry fiscal status and program requirements.

Contacts / Stakeholder :

- Program staff and senior management to brief on financial planning/management problems and issues;, discuss, present and recommend options to resolve problems, provide expertise and contribute to the development/revision of systems, policies and procedures that enhance overall effectiveness
of program delivery.
- Central Agency staff to provide information and/or clarification and/or to discuss/resolve financial matters.

Guidance / Supervision :

Provides technical guidance to staff providing support on financial management issues, budget development, and system issues associated with IFIS, expenditure forecasts, expenditure management/control, report production and presentations on the financial planning process.

Demands / Pressures :

Work Demands :

- Regular conflicting work demands and priorities to perform various financial activities.
- Occasional tight timeframes to respond to requests from Minister's Office, PRRT exercise, monthly and quarterly forecasts.

Mental / Sensory :

Frequent periods of concentration and reading, listening, writing and speaking in the provision of advice on financial matters with frequent shifts in direction and focus.

Conditions / Environment :

Work is performed in a typical office environment.