Job Specification
Position Title:
Special Advisor, Executive Office
Job Code:
I0908B - Prog Planning & Evaluation50
Purpose :
To provide project methodology and project management expertise in the design, development and implementation of ministry initiatives/programs.
To act as the principal contact for the Ministry for assigned projects, providing project direction on the development of technical and program requirements.
Key Responsibilities :
1. Manages processes for the identification of ministry priorities, issues, and concerns throughout all phases of the projects. Develops consultation processes and consults with all relevant ministry divisions ensuring that the ministry's program and technical requirements are defined and incorporated at all stages.
2. Manages project development and implementation from the initial conceptual phase by implementing common project methodology and project management processes and through the procurement-related processes, vendor selection process, contract award, and design/construction phase. Ensures that appropriate documentation is maintained and updated throughout the project, including long-term project contracts, design requirements, legal opinions, records, comments and issues.
3. Manages all aspects of project planning, implementation, reporting and evaluation. Leads business process analysis for information tracking, monitoring and reporting to ensure the production of a wide range of regular and ad hoc reports to support program delivery.
4. Leads quality assurance reviews as well as the identification and assessment of impacts to business /management processes resulting from legislative, policy, program, information management systems and organizational changes, including identification of gaps or requirements for new/revised change management initiatives, business processes/systems. Develops and leads the development of strategies/proposals on how to meet the changing delivery requirements of the branch/division.
5. Develops and plans/provides input to the delivery approach/tools for the communications of projects at various stages of assigned projects. Drafts project update and provide report as it relates to the projects.
6. Develops and maintains ongoing contacts, effective working relationships and linkages within the branch/division/ministry, with program staff and business partners to identify and resolve issues and address concerns.
7. Prepares and/or coordinates the development of a wide variety of documents in support of projects for use by senior management, including the identification of issues to be addressed, their relative priority and proposals for the resolution of problems, potential difficulties and their impact.
Factors :
Knowledge :
Government development/approval processes, protocol/practices, research and evaluation techniques to manage the planning, implementation and evaluation of assigned projects.
Principles and concepts of government finance and the implications that the Alternative Financing and Procurement model would likely have on the ministry's multi-year financial/business plan.
Concepts of corporate financial planning and the structuring of multi-tiered public/private sector financial partnerships and funding mechanisms, such as Alternative Financing and Procurement and the dynamics of private sector consortia in providing services to the province.
Project methodology and project management skills to provide project planning and leadership on concurrent ministry initiatives.
Ministry programs, requirements and stakeholder processes, issues, trends, such as security issues, and related policy directions in Ontario, and other jurisdictions, to provide strategic advice and options to the Director, the ADM and other senior management and officials.
Program Responsibility :
Responsible for providing project methodology and project management expertise program managers and project stakeholders.
Responsible for providing project management and leadership in the design, development, and implementation of assigned projects to achieve branch/division/ministry initiatives and objectives.
Responsible for acting as principal contact for assignment project(s), providing advice and project direction to project team and other staff and for ensuring that the ministry's funding, technical and program requirements are effectively communicated to central agency and service provider officials and incorporated in project planning and implementation.
Analytical Thinking :
Synthesizes information addressing unprecedented/complex issues relating to branch/division/ministry programs; analyses the impact of new issues and requirements from a corporate perspective and identifies potentially contentious issues.
Conducts research to apply the experience of other jurisdictions in relevant areas, and the ability to assess the information, identify best practices and determine their applicability to assigned projects.
Identifies and troubleshoots problems related to project deliverables and develops recommendations for mitigation, where risk has been identified or a change of course is required.
Planning / Coordinating :
Plans, organizes, coordinates and integrates project team to achieve results in the performance of a range of activities by assigning work and monitoring work plan.
Coordinates project planning for multiple large scale projects and initiatives by developing the project plans, timeline and strategy to ensure project deliverables are met.
Coordinates procurement of external consultants as required, managing consulting contracts to ensure compliance with procurement directives.
Leadership/Guidance :
Provides project coordination and guidance to the team of coordinators, for implementation of the project across the province. Provides advice and change management expertise to senior management and regional stakeholders on project status, and business processes.
Independence of Action :
Responsibilities are performed under the general direction of the manager and within the broad framework of government and central agency policies and practices, standards and legislative authority.
Position exercises latitude for independent decision-making regarding development, implementation, and evaluation of high-profile and politically sensitive projects.
Provides recommendations to the Director, and project stakeholders on solutions and strategies to meet ministry/client requirements with time and budgetary constraints.
Interpersonal/Communication :
Prepares/presents complex briefing material and manages the communications strategy for project development.
Mediates and facilitates to achieve consensus with stakeholders regarding program requirements.
Communicates with senior ministry officials to provide advice, briefings and exchange information.
Initiates and nurtures effective working relationships with colleagues throughout the ministry, OPS and with external stakeholders.
Physical Effort :
The majority of time is typically spent in an office environment with frequent opportunity to move about. Occasionally, moves/lifts light objects such as training materials required for presentations.
Sensory Effort :
Requires the ability to deal with frequent modifications to deadlines or changing priorities on short notice, unexpected work demands (e.g. rush requests from management, prompt circulation of briefing notes) and has limited control over the pace of work.
Working Conditions :
Work is performed in a typical office environment.