Job Specification

Purpose :

To lead divisional strategic projects and initiatives, including the planning and design, development and implementation of new or modified programs, and the implementation and evaluation of pilot projects, initiatives and programs.

Key Responsibilities :

Working in a demanding environment, the incumbent will support MMD senior management by:
Project Management:
Leads complex, strategic projects and initiatives being undertaken by MMD, including the design and development of new or modified programs and the implementation and evaluation of pilot projects, initiatives and programs.
Manages all phases of projects, including planning, development, executing, monitoring, evaluating and closing, while ensuring appropriate approvals are acquired, projects are completed on time and within defined budget and scope, and they conform to standards and quality assurance criteria. Manages issues related to specific projects or initiatives.
Consultation, Liaison and Support:
Provides expert advice and recommendations to Manager, Directors and ADM on improvements to divisional programs and services, organizational structure, and strategic policy direction.
Leads or participates in the development of divisional strategic policies.
Represents ministry and division at meetings and workshop or conferences involving Aboriginal communities and industry or community stakeholders and or other ministries or governments.
Conducts gap analysis audits and reviews of the Division's business processes and service delivery activities, including root cause analysis, develops recommendations to management for changes to their business plans in order to resolve the gaps.
Provides business modernization advice and support services to the Divisional management and program leads; interprets legislation and regulations, financial and business directives, participates in reviews, recommends response on business modernization issues.
Issues Management:
Liaises with government and external stakeholders to identify and address issues. Undertakes research and analysis of issues; drafts procedural options and proposals, and makes recommendations.
The incumbent shall work in compliance with the Occupational Health and Safety Act and regulations and any workplace practices as directed by the employer.
Materials Preparation:
Leads the preparation of report-backs and other reporting requirements to Senior Management on Divisional projects.
Develops regulations, business processes, operational policies, forms, systems, and transitional strategies, and negotiating transfer payment agreements with Aboriginal organizations and/or industry and community stakeholders as part of specific projects or initiatives.
Develops business cases, status reports, briefing and presentations for senior management approval, including Treasury Board and Results-based Planning documents, and makes presentations to ADM and senior management with respect to specific projects or initiatives.
Develops and manages Requests for Proposal (RFPs), service agreements and other procurement documents required to obtain services for major projects.

Knowledge / Skill :

Experience in leading complex projects or initiatives, including the design, development and evaluation of new or modified programs or initiatives to assume responsibility for all aspects of a project, including planning, development, executing, monitoring, evaluating and closing.
Knowledge of program design and evaluation methodologies to design, implement and evaluate programs and initiatives, and of project management concepts and techniques to lead complex projects and initiatives.
Knowledge of the Ministry's and Division's mandate and activities, and of the Ontario mineral exploration and development sector and the associated legislative and regulatory regime to be able to design and implement programs and initiatives that support the Ministry s mandate and to make appropriate recommendations to senior management with respect to potential improvements to the Division s programs and services.
Leadership skills to lead project teams, build partnerships with managers and directors in other branches and ministries, and to establish work priorities, anticipate issues and obstacles and develop solutions while working in a dynamic, fast paced, environment.
Proficiency with MMD information technology hardware, software, e.g. project management software, databases and internet or intranet to communicate with stakeholders, conduct research and develop documents and presentations.
Office computer skills to prepare recommendations, reports, and presentations; MS Project in order to develop and implement specialized project management systems.

Interpersonal / Influencing Skill :

Communication, consultation and advisory skills to develop and maintain effective working relationships with project stakeholders, senior management, program staff, and consultants; to elicit cooperation from and share project data/information with stakeholders, senior management, program staff and consultants.
Oral and written communication skills to prepare business cases, status reports, briefing and presentations for senior management approval, including Treasury Board and Results-based Planning documents, and to make presentations to ADM and senior management with respect to specific projects or initiatives.
Persuasion and negotiation skills to convince stakeholders to accept an alternative course of action or approach on an issue; to work with senior management and/or stakeholders to resolve sensitive issues; and to address quality assurance issues for project processes, systems, procedures and deliverables.

Analyzing / Problem Solving Skill :

Analytical and problem-solving skills to:
Design initiatives and make recommendations that will improve divisional programs and services and to address issues related to projects and initiatives, and to contribute to the development of divisional strategic policies.
Evaluate and define project management requirements; develop project delivery strategies; identify options, and make recommendations; and coordinate and implement processes/procedures/systems for the project.
Research, investigate and assess relevance of information including complex financial data; identify, prioritize and evaluate key issues or risks; provide options analysis; and recommend action plans to mitigate risk and manage issues.
Assess and interpret multiple functions and processes; conduct in-depth analysis; determine priorities, and plan and organize work.
Determine requirements for planning and decision making documents and submissions that will best facilitate senior level decision-making.
Assess compliance with quality assurance requirements.

Decision Making / Responsibility :

Responsible for:
Initiating and/or monitoring various modernization and business improvement initiatives projects in the Branch.
Coordinating projects for design, development and implementation of new or modified programs, implementation and evaluation of pilot projects, initiatives and programs, and program evaluations.
Identifying problems arising from program reviews/analysis and developing workable recommendations.
Has latitude to manage the project budget; make recommendations on the development of new procedures; and to determine which problems should be referred to the manager.
Decisions are guided by Ministry policies, standards and guidelines, applicable legislation; project management best practices, guidelines and standards; and corporate and Ministry procedures governing the preparation of documents and other submissions.

Contacts / Stakeholder :

Divisional program leads, managers and operational staff to coordinate project deliverables and exchange/confirm information, clarify information requests, share business practice processes.
I&IT cluster and other branches concerning business and program management matters as they related to the Ministry's program delivery matters.
Other divisions in the Ministry and partner ministries to develop partnerships, exchange information and work collaboratively on projects.
Exploration and mining industry, Aboriginal communities, environmental groups and other stakeholders to exchange information regarding project strategies, consult on projects, negotiate transfer payment agreements, and manage issues.

Guidance / Supervision :

Providing advice to program leads and other ministry staff on projects for the review of new business programs and processes and to apply measurement systems in developing specific performance measurements criteria for business operations and initiatives.
Provides advice and expertise to management regarding performance measurement of modernization initiatives.

Demands / Pressures :

Work Demands :

Frequent unexpected work demands on short notice, and tight time pressures.
Moderate conflicting work demands from multiple sources.

Mental / Sensory :

Frequent periods of uninterrupted reading to read business/financial/technological/operational documents, contracts, legislation, etc.
Frequent periods of observation when observing meeting proceedings; when developing procedural manuals; when performing research and analysis in designing organizational options, and assessing the implications; and when performing business/financial planning analyses.

Conditions / Environment :

Work is performed in a typical office environment.