Job Specification

Purpose of Position :

To develop, prepare, review and manage complex procurement contracts and provide related technical and operational advice for the maintenance of aircraft and facilities within Aviation Services --and occasionally, for a broad range of Ontario Public Service (OPS) program areas within partner-ministries.
To provide program and project management strategic leadership, oversight, coordination and expertise to a team of Contract /Technical Specialists involved in the procurement and contract management and planning functions.

Duties / Responsibilities :

The Business Services Unit of Aviation Services is responsible for the development, implementation, and review of business plans, policy, procedures, systems and processes required to effectively administer and control aviation program resources. In this regulatory / legislated context and under the immediate supervision of the Manager, Business Services, job requires:
1. Program Management / Policy:
Developing multi-year procurement plans, monitoring and reporting on progress, analyzing and providing long range planning strategies on the development / revision and renegotiation of existing / new contracts, procurement plans and technical requirements; determining strategic requirements for new service delivery to meet aircraft maintenance, flight training and hangar needs for the Province's million dollars air fleet; conducting reviews / audits on the management and implementation of contracts, waivers and procurements.
Implementing and managing OPS and Ministry program-related policies, procedures, guidelines and business practices, by: providing advice to Ministry / partner-ministries program area staff on the acquisition of commodities, contract development, related management tools and systems as well as emerging technology tools for effective contract management and procurement activities within appropriate timelines.
Awarding contracts, developing contract award methodologies to enable efficient award of contract as well as developing administration / decision support tools to facilitate effective management of the contract's deliverables
(e.g., support tools include evaluation criteria, benchmarks to be audited against, operational guidelines, measurable contract goals and timeframes).
Working closely with the Manager, Business Services, and AFFES Branch Management Section, to influence policy review / development and to participate in the modernization / change to business area processes, operational practices and associated policies, by: identifying risks, discussing and providing advice on the impact of such change on the aviation procurement and contract management program as well as related projects; developing proposals and making recommendations for implementation.
Developing, prioritizing, implementing and administering contracts and tenders on behalf of Aviation Services and the broader Branch 'where may be required from time to time (e.g., examples may include, but are not limited to engine overhauls, long term aircraft maintenance, technical services / training, facility maintenance and safety services, chartering of aircraft, etc.); providing contract and procurement planning as part of the Ministry Multi-year business planning cycle, and long term capital planning cycles; providing leadership in defining needs, establishing and monitoring timelines, facilitating and following-up to ensure timely approvals are received.
2. Project Management Leadership & Coordination:
Providing overall strategic leadership, guidance, coordination and quality control oversight to the Business Section staff involved in Aviation Services projects, by:
Planning, managing and leading projects from start to completion and ensuring alignment of project objectives with the delivery of quality procurement / contract management functions for the Ministry Aviation Services; developing and presenting strategic work and project plans to the Manager, Business Services and recommending their implementation.
Identifying milestones / timelines ensuring that contractual commitments are achieved; setting work priorities, acting on critical tasks / objectives, applying techniques of issue management and communicating overall project
plans to all parties involved; managing and ensuring that the timely and accurate project documentation is in place (e.g., terms of reference and project scope).
Directing and leading dedicated project staff, including the provision of expertise with respect to the technical aspect of the work; confirming roles, functions and accountabilities of team members; conducting project reviews, assessing productivity, reviewing reports produced by project team members and presenting comments, advice and recommendations to the Section Manager on project continuity, review or implementation.
Identifying project financial, material and human resources requirements, including the acquisition of external professional expertise and ensuring the appropriate representation of internal / external partners and stakeholders if required
Managing project budgets as assigned to vendors / contractors, by : managing spending over the term of contracts as well as ensuring the availability of funds for financial purchase orders in order to cover billing / invoicing throughout the year; monitoring funds / reviewing operating expenditures, identifying potential issues and requesting appropriate approvals to have adjustment to ceiling limits; ensuring that financial activities are performed under sound financial considerations and best practices.
3. Strategic Advisory Services / Problem-Solving:
Making influential recommendations to the Manager, Business Services on challenges for the implementation of projects, including mitigation strategies resulting from the evaluation of program, policies and strategic plans and their impact on business practices / projects.
Demonstrating sensitivity to issues being faced at the senior management level and the impact on decisions affecting the Ministry / OPS procurement and contract management functions.
Providing interpretation of procurement policy and guidelines involving the resolution of program / project management issues that could cause delay or have a significant financial impact on the Business Services Section / Branch and Division.
Building understanding of program / project objectives, plans, requirements and progress by all parties involved, ensuring effective communications, dissemination and knowledge transfer of program / project information and change in focus / strategy.
Providing contract administration support for flight and aircraft maintenance, completing performance evaluations on contractors, negotiating and / or renegotiating contract / agreement terms, ensuring provincial consistency on all contract management issues (e.g., dispute resolution, After Action Reviews (AARs), and liaison with Legal Services Branch on high level contracting issues --where required); overseeing the establishment and maintenance of a current provincial master file on contractors' performance, including links to Aviation Safety relative to Air Operator Eligibility and to clients.
Providing expertise and problem-solving, to facilitate procurement, by: ensuring that contract management and appropriate documentation is prepared, completed, approved and awarded within desired timeframes / deadlines (e.
g., it includes, but is not limited to ministry business planning submissions, procurement pre-approvals, Legal Agreements, Briefing Notes, Contractor Security Screening, Delegation of Financial Management Authority (DOFMA) approvals, and posting to eTendering portals; ensuring that appropriate regulations / legislation are considered and incorporated.
4. Communications / Consultation / Relationship Management:
Liaising with / coordinating liaison and seeking collaboration from program area staff within the Ministry, partnerministries and contractors regarding the development of, and recommendations for innovative solutions associated with procurement / contract management change 'taking into consideration operational processes / practices and legal requirements; recommending and implementing approved solutions.
Responding / coordinating responses to contractors' enquiries relating to Price Bid submissions and / or contractors' performance, ensuring that policy requirements under Ontario Shared Services and Freedom of Information and the Protection of Privacy Act are adhered to.
Providing expertise, advice, support and developing course content and training initiatives for AFFES and Ministry policies in support of contract management and procurement as well as leading the delivery of such training; preparing operational guidelines and delivering / presenting through training workshops / computer-based training or conference calls.
Preparing / overseeing the preparation of briefing notes and various management documentation supporting senior management procurement and project decision-making (e.g., including, but not limited to material pertaining to business case, the bidding process and contract awards).
Representing Aviation Services at Ministry committee meetings for the provision of specialized input and the presentation of recommendations on program / project strategies and plans; conducting pre-bid meetings.
The incumbent shall 'while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act (OHSA) and any workplace practices and shall report any hazards of which they are aware to their immediate supervisor.

Staffing and Licencing :

N/A

Knowledge :

Applicable regulations and legislation such as the Canadian Aviation Regulations (CARs), the Occupational Health and Safety Act (OHSA) the Federal Aeronautics Act (AA), and the Freedom of Information and Protection of Privacy Act (FIPPA), to ensure that the application of regulations and legislation is incorporated within contracts and communicated to external contractors and internal clients (e.g., Price Bid submissions, contractors' performance involving adherence to FIPPA); to ensure the accurate interpretation and application of regulations / legislation 'which may have a significant impact on program / project management.
Specialty 'aviation services' required by Ministry resource management clients / other ministry personnel as well as Standards and Requirements for the Government of Ontario Approved Air Operator as it pertains to hiring principles associated with commercial aviation services in Canada; and Transport Canada Air Operators certification requirements for categories of commercial flying services, to award contracts, develop contract award methodologies supporting the efficient award of contracts.
OPS, central agency and Ministry contract / service management, administrative policies, procedures and directives in areas of procurement, contract management, budgeting, accounts payable and service management; Canadian contract law and principles, methods and strategies, to: develop / oversee contract development and negotiation / renegotiation; manage project budgets.
Ministry strategic direction, mandate, objectives, business programs, aviation operations and procedures as well as long range multi-year planning processes and methodologies, to develop contracts, to manage / lead the management of various priorities related to the procurement and contract management functions, provide guidance, interpretation and advice on procurement and contract / service management issues involving the writing of business case materials in support of internal client procurements.
Program and policy planning, development, implementation and management, to: influence and participate in the development of policies, guidelines, processes and practices and to set priorities for annual procurement planning (e.g., including advice and recommendations on policy and business processes and their impact on aviation procurement and contract management functions).
Ministry training standards, methodology techniques and evaluation methods, to identify training needs and support requirements, including the development of course content / training initiatives and the oversight of training delivery.
Extensive project management techniques, principles and methodologies, including project charter development, to provide effective planning, implementation and leadership of project activities (e.g., plans, leads and manages 'on behalf of AFFES, projects from start to completion and ensures quality control in the implementation of program / procurement plans).
Change and risk management principles and performance measurement, to develop / lead the development of procurement plans and carry out risk management assessments and analysis regarding change / amendments to program policies, guidelines, business processes / operational practices and the viability of contracts (e.g., armslength, contractor versus employee, etc.) (successors rights) and other business change.
Computer systems & software applications (e.g., electronic business documents, email, spreadsheets, databases), to perform daily work activities.

Skills :

Planning skills 'including highly developed conceptual, strategic analytical and issue management skills, to:
develop long-range procurement plans and planning strategies for regular operations and periodic modernization initiatives for procurement / contract management business processes.
Issue management skills, to: identify, anticipate, analyze and evaluate complex issues and recommend resolution / options that are realistic and that fall within the scope of the Section / Branch business directions; provide timely and accurate reports on projects and to ensure efficiencies are monitored within the program.
Consultation and relationship management skills in managing stakeholders' engagement (e.g., guides and encourages participation in: achieving performance outcomes and resolving challenging issues regarding the development of, and recommendations for innovative solutions associated with procurement / contract management change); in developing and maintaining positive working relationships.
Negotiation skills, to complete contractors' performance evaluations and negotiate / renegotiate contract / agreement terms.
Oral and written communications, presentation and interpersonal skills, to: represent Aviation Services / the Business Services Section at forums and Ministry adhoc committee meetings and provide specialized input and present recommendations on program / project strategies and plans; conduct pre-bid meetings; deliver learning /
training workshops; prepare various confidential written materials.
Leadership and coordination skills and ability to work within a team environment, to: provide operational leadership / oversight to a team of Contract / Technical Specialists, coordinate efforts with all partners and stakeholders, assess workload demands, and determine priorities.
Ability to lead change with contractors and all other partners and stakeholders regarding the dissemination and knowledge transfer of program / project information and change in focus / strategy (partners / stakeholders include the Response & Operations Section (ROS), the Integrated Services Section (ISS), other sections in
AFFES, Ministry Legal Services Branch (LSB), Strategic Planning and Business Management Section (SPBMS), Strategic Management and Corporate Services Branch (SMCSB), partner-ministries staff in program areas including Ontario Shared Services (OSS), Insurance and Risk Management and Treasury Board Secretariat (TBS).
Computer skills that ensure the ability to manage projects, research information on the internet, prepare correspondence and reports, and manage information in databases.

Freedom of Action :

Job works under the general direction of the Manager, Business Services Section, and within the strategic framework of the Ministry and AFFES mandate, objectives and relevant policies, procedures and guidelines. Job also works within government-wide administrative policies, directives, procedures, regulations and legislation governing financial management and the procurement & contract management functions. Job requires:
Making informed decisions to support the achievement of AFFES long-term strategies / directions with respect to procurement and contract management program and related policies; making decisions and modifying work in the absence of the Manager, Business Services.
Proactively identifying and managing many complex and contentious issues where opposition and interests of contractors may be high and attract public attention.
Performing a leadership role, including the planning, oversight, control and progress of procurement / contractrelated projects and for providing strategic advice and recommendations to the Section Manager 'and as required, to the Branch Director, who both rely on the position for decision-making on project planning, progress and related issue management.
Managing / leading the consultation and engagement process with partners and stakeholders and building their understanding of project objectives.
Making influential recommendations to the Manager, Business Services on challenges for the implementation of projects, including mitigation strategies resulting from the evaluation of program, policies and strategic plans and their impact on business practices / projects.
Negotiating / re-negotiating the terms of contracts / agreements, including the development of contract and tender documents (RFx) which may be long or short-term in tenure, and which require timely lead times for approval by senior management, planning, execution, review, management, and audit.
Making recommendations on negotiated contract settlements, carrying-out audits based on contractual obligations, making recommendations and communicating findings.
Authoring long-range Aviation procurement plans and having the ability to recommend procurement / contract management direction to the Branch and Division.
Job refers to the Manager only highly complex unusual and / or contentious issues (e.g., complex matters requiring interpretation of procurement guidelines and standards as well as historical action on behalf of the Ministry. Job involves considerable independent work about managing priorities on both a short and long-term basis as well as sharing advice/knowledge amongst other contract specialists and business unit staff. Errors could result in significant financial loss or business and operational issues.