Job Specification

Purpose of Position :

To provide strategic planning and leadership for the management and delivery of enterprise-wide assets and distribution programs. To lead conceptualization, research, development, communication, implementation, operation and evaluation of these programs within the OPS.

Duties / Responsibilities :

In the Unit responsible for developing, implementing, and monitoring corporate assets and distribution programs such as surplus assets management, external assets donation, assets warehousing and distribution services the incumbent:

1. Provides leadership for the development and communication of policies, processes, standards, systems and controls for asset and distribution programs across the OPS, within the broad framework of provincial legislation, emerging trends, industry standards and directions of the Ontario Shared Service.

2. Plans and manages concurrent projects to ensure OSS and its customers are aware of emerging developments, trends and issues while also ensuring that day-to-day operations are maintained.

3. Develops and manages the planning, marketing, delivery and evaluation of leading cutting edge programs and initiatives which are cost-effective, competitive and efficient. Negotiates and provides input into annual Service Level Agreement (SLA) addenda. Develops Section business strategies, plans and priorities.

4. Provides expertise, guidance, recommendation and advice to Senior Management on a wide range of sensitive and complex issues. Manages the preparation of briefing materials, correspondence, and issue notes on behalf of the unit.

5. Manages Unit financial and human resources including: preparation of and control of the budget; providing leadership; establishing annual project objectives; hiring staff; determining performance standards and conducting performance reviews; providing orientation, training staff and development opportunities; and handling labour relations matters.

6. Builds and nurtures partnerships and ongoing contacts within the public and private sectors (e.g. Industry, stakeholders, senior government officials, other governments), to build critical partnership, respond to customers needs, ensures issues are identified and responded to, ensure sources and details of requests and information are authenticated. Represents the OSS on committees (e.g. Government councils.)

7. As a member of the Section management team participates in strategic planning, business directions and policy development. Acts for the Sr. Manager, as assigned.

Knowledge :

Knowledge of OPS and OSS business directions, to plan and manage program and service delivery within the broad framework and directions of the OSS (i.e. customer service focus, delivery of quality products/services to clients).

• Knowledge of business management and change management principles and practices, to address a wide range of potential business opportunities directed towards enhancement, efficiently improvements, cost-effectiveness and savings.
• Knowledge of procurement and purchasing principles, practices, processes and techniques, to provide strategic planning and leadership for the management of delivery of environmentally friendly products and workplace greening programs and services across the OPS.
• Knowledge of relevant legislation, policies and standards, to ensure compliance e.g. customs policies of Canada and nations receiving surplus assets.
• Knowledge of customer SLAs, programs and service needs, to ensure programs, products and services are responsive to them.
• Understanding the related emerging issues, trends and developments and customer requirements, to ensure advice, services, programs and products are compatible with environmentally friendly approaches, best practices, cost-effective and use state-of-the-art resources effectively.
• Knowledge of future trends and developments with respect to assets and distribution, to ensure that the OPS staff, customers and the general public benefit from state-of-the-art initiatives.
• Knowledge of management policies, practices, directives and guidelines in the areas of finance, administration and human resources. Including tendering and the annual planning processes within the OPS, to plan and manage Unit priorities, services and financial, human and material resources.
• Excellent project management and contract management skills to manage concurrent research and other project activities of staff and external service providers.
• Management skills to plan and manage staff activities, and provide leadership, coaching and motivation.
• Oral communications, customer service, consultative and business relations skills, to provide consultative advice and expertise, ensure optimum customer service is provided to stakeholders, ministries and central agencies, and to build and maintain partnerships with key stakeholders.
• Written communications to write strategic directions for the Unit, develop policies and procedures, and prepare briefing and issue notes and ministerial correspondence.
• Proficiency with business software (e.g. word processing and presentation software, Access, Internet. Intranet, email.

Judgement :

Position works under the direction of the Senior Manager, Resources Management, and within a broad framework of OPS and OSS directions and established OSS and OPS legislation impacting on the services, programs and products of the Unit. Judgement is exercised in:

• Developing and implementing strategies to develop, communicate and manage a range of services, programs and products to meet diverse needs while satisfying the need to comply with a large amount of legislation and government policies, emerging trends and directions and the often politically sensitive and high-profile nature of some of the initiatives, programs and services.

• Developing and implementing, marketing and communications strategies and initiatives to optimise OSS service delivery in a complex and diverse environment.

• Exercising tact and discretion when dealing with a range of high-level clients.

• Providing leadership and motivation for staff and handling labour relations matters.

Accountability - Programs :

Leads the conceptualization development and implementation and delivery of state-of-the-art assets and distribution services across the OPS. Manages the development and communication of policies, processes, standards, systems and controls within the broad framework of environmentally friendly workplace strategies, provincial legislation and policies, emerging trends and industry ' standards and directions of MBS and OSS. Formulates and provides sound proposals, recommendations, conclusions, strategies and action initiatives to senior management. As a member of the section management team, participates in strategic planning, business directions and policy development.

Accountability – Personnel :

Directly manages at least 10 staff, and represents the employer for labour relations matters, conducts performance reviews, makes hiring decisions and determines training and renewal requirements.

Accountability - Finance and Materials :

Develops the annual and project budgets for the Unit and approves expenditures up to prescribed limits. Is accountable for the acquisition, replacement and maintenance of assets and IT equipment used in the Unit.

Accountability - Impact of Errors :

Ineffective planning and management of programs, services and products would have a criteria; and direct impact on the ability to ensure appropriate use and re-use of assets across the OPS and would result in failure to achieve the program mandate and increased costs. Mismanagement of the function could result in failure to meet high profile commitments, e.g. Computers for Schools. Failure to ensure effective management of the External Asset Donation Program could result in serious political implications causing embarrassment to the government. Ineffective policy development and control could result in inconsistent and flawed application of workplace greening principles.

Contact - Internal :

Frequent contact with OSS senior management, government officials and customers within the OPS, as well as partners, councils and committees to develop partnerships; provide optimum customer service to meet their needs; provide expertise, recommendations, advice and solutions to issues, problems, strategies and initiatives; propose new initiatives, processes and policies; and ascertain the efficiently and effectiveness of present and future customer needs.

Contact - External :

Regular contact with senior government officials from other jurisdictions, consultants, stakeholders, service providers and suppliers to discuss the acquisition of products and services, assess tenders; with representatives of professional associations, industry representatives, academic/research institutions to keep abreast the developments, emerging issues and trends; with the general public to provide information and explanations about OPS assets and distribution matters.