Job Specification

Purpose of Position :

To lead the Ministrys accommodation portfolio management function. To provide strategic leadership and set direction for the planning and management of the Ministrys accommodation portfolios. To provide strategic business and financial planning, analysis, reporting and advice for the Ministrys executive Financial Management Committee, and senior ministry management. To manage MNRs relationship with central agencies and service providers. To coordinate preparation and communication of the Ministrys corporate accommodation plan. To lead corporate monitoring, evaluation and reporting for accommodation portfolio management. To lead the development, deployment and maintenance of corporate accommodation management business processes/practices.

Duties / Responsibilities :

1. Provides strategy leadership and corporate control for MNRs accommodation portfolio, comprising: land/real property, buildings and leases and leasehold improvements. The position provides leadership for the administration of MNRs accommodation management program and ensures effective management of the ministrys accommodation investments and expenditures. Leads the preparation and submission of MNRs corporate accommodation management plan and associated capital requests, periodic/quarterly reports, and in-year submissions, and facilitates preparation of Treasury Board Orders. Establishes, communicates and maintains the required internal controls, monitors plan-related activities across the Ministry & prepares reports/presentations to inform and make recommendations to Program Managers/Committees, and MNRs executive Financial Management Committee.

2. Coordinates the development, implementation and maintenance of the Ministrys Corporate Accommodation Strategy. The position provides leadership for the translation and interpretation of central agency direction concerning provincial accommodation strategies and policies. Leads the preparation of corporate investment strategies and plans. Coordinates the preparation of divisional/business area portfolio investment strategies and plans.

3. Provides expertise and advice to the Ministrys executive Financial Management Committee, assistant deputy ministers and senior management for the Ministrys four divisions, and the Deputy Minister and Minister on a range of complex accommodation management matters. Identifies strategic investment and policy considerations, analyzes and determines their implications for ministry corporate and business area accommodation portfolios. Identifies and assesses risks/opportunities, and develops/proposes strategies to address same.

4. Prepares and verifies reports on the value and associated expenditures for Ministrys accommodation portfolios. Reviews and provides direction to ministry divisions with respect to the acquisition/provision of accommodation assets that are to be reported in the Provinces financial statements.

5. Co-chairs the Ministry Corporate Accommodation Planning Group and the Main Office Accommodation Management Committee; providing analysis, giving presentations and making recommendations, coordinating the meeting schedules and agendas and keeping a record of decisions/direction.

6. Provides leadership for the Ministrys corporate accommodation planning/investment decision-making process(es), by developing and coordinating the standards/practices by which proposals are prepared and evaluated, and approved by the Ministrys executive Financial Management Committee. Communicating decisions of the executive Financial Management Committee to divisional controllers, fleet managers, and central agencies. Provides advice, guidance and support with regard to the development of investment proposals, business case/plan development and accounting treatment for tangible capital assets. Advocates on behalf of MNRs accommodation investment needs/priorities, in dealings with central agencies. Monitors, assesses/evaluates and reports on performance associated with the implementation of accommodation projects/investments and asset management plans. Analyzes activities, forecasts variances, and identifies/diagnoses and reports on risks and opportunities for improvement.

7. Provides leadership for the development of and ensures maintenance/quality of the Ministrys corporate accommodation management system, including associated business processes and practices. Develops and maintains a process model for all work associated with the delivery of function-related activities, conducts trend analyses and assesses the quality of processes and business practices. Leads all business area information systems development. Conducts research, develops current knowledge of emerging issues/trends, determines requirements for and ensures requirements are met for effective controllership / sound management practices, considering applicable benchmarks (eg; Government direction and policy, National Quality Institute accepted quality management concepts, and various other applicable industry standards/practices).

8. Provides assurance of controls and controllership practices for accommodation planning, acquisition, management and disposal-related activities, across the Ministry, by ensuring corporate oversight, coordinating audits, leading operational reviews/evaluations and preparing reports for senior management and the executive Financial Management Committee, to ensure that plans are implemented, practices/standards are met and results are achieved. Provides assurance of the quality of accommodation management data and information.

9. Monitors, assesses and reports on performance associated with the implementation of capital projects and investments. Analyzes activities, forecasts variances, and identifies/diagnoses and reports on risks and opportunities for improvement. Develops and manages critical business relationships to support effective leadership for MNR accommodation management activities. Builds a community of practice with representation from key accommodation portfolios in MNR, to facilitate information sharing, leveraging experience and promoting continuous improvement. Develops and maintains relationships with central agencies, corporate partners, other ministries and jurisdictions to provide for timely information, to benchmark practices, and ensure value-added contribution to the development and implementation of quality ministry strategies and plans. Develops/maintains a high performing working relationship with The Ontario Realty Corporation, negotiating a productive balance between advocacy and compliance.

10. Provides advice, guidance and support to ministry management with regard to the development of major accommodation investment proposals, business case/plan development, and the strategic management of the Ministrys multi-million dollar accommodation operating accounts. Advocates on behalf of MNRs capital investment needs/priorities, in dealings with central agencies.

11. Supervises and organizes/oversees the work for the staff of the Accommodation Management Team in Finance and Business Services Branch. Provides technical leadership for staff across the ministry involved with managing accommodation. Provides coaching and facilitates competency development associated with accommodation management, financial analysis, and project management for the Ministrys accommodation management community.

12. Prepares and/or coordinates the preparation of executive briefing / presentation materials, correspondence and various ad hoc reports for the Section Manager, Branch Director, Chief Administrative Officer, Deputy Ministers Office and Ministers Office.

Knowledge :

Expert knowledge of industry and Government fleet management principles, directives and practices, including accommodation/facilities management/real property-related legislation and regulation. Expert knowledge of modern accommodation/facilities management/real property management theories, principles and practices. Expert knowledge of modern controllership, management systems theory, design of internal controls, and risk assessment/management. Working knowledge of the OPS financial administration, and reporting cycle/process and Government decision-making processes. Working knowledge of management accounting, including activity-based costing & total cost management. Working knowledge of asset accounting practices and the OPS Integrated Financial Information System (IFIS). Expert financial analysis and business case development skills. Knowledge of management theory to lead analysis/diagnosis of management systems, problem-solving and continuous business process improvement initiatives, to support effective process management. Expert knowledge and experience in project management to lead and provide advice on complex project development/implementation activities. Advanced consulting, conflict resolution, negotiation, consensus building and relationship management skills to provide corporate leadership of capital and asset program development, be effective in providing advice to ministry executive/management, lead teams, build networks, influence others, manage issues and ensure achievement of program objectives. Advanced communication skills to prepare superior written communications, create visual tools, deliver presentations, deliver key/corporate messages, facilitate understanding, plan and deliver training sessions, and prepare/deliver briefings and reports, to deal with complex fleet portfolio/asset management/business management issues. . Advanced dispute resolution skills to manage issues and ensure achievement of program objectives. Valid Driver's Licence or equivalent as recognized by the Province of Ontario.

Judgement :

Work is performed under the general direction of the Section Manager and Branch Director. Judgement is exercised in providing strategic business planning advice to ministry management and management committees, divisional ADMs, Chief Administrative Officer, Deputy Ministers Office and Ministers Office, concerning complex accommodation management, investment and financial issues, having critical implications for Ministry corporate strategy and program delivery decisions, and associated with multi-million dollar accommodation portfolios. Judgement is exercised with regard to leading the development/maintenance of corporate and business portfolio strategies/plans, including strategic analysis and recommendations associated with development of MNRs corporate accommodation portfolio/asset management plan, in-year capital requests and reports to ORC/MEI and Treasury Board. Judgement is exercised in ensuring adequate financial and project controls are in place to address project and program management needs. Judgement is exercised in proposing and interpreting accommodation and related asset management policy to ministry executive and management. Judgement is exercised in assessing/diagnosing, recommending and leading change concerning the development of MNRs accommodation portfolio/asset management systems, including: associated processes/practices, competencies, information systems/tools, standards, and program models and performance measurement. Judgement is exercised in providing financial analysis advice to concurrent and complex projects involving major capital investments. Judgement is exercised with regard to the creation and control of sensitive ministry and government/Cabinet information/documents, having important political and program delivery implications. Judgement is exercised with regard to dealing with client/stakeholder expectations, management system capability/capacity and limitations, and managing a team of technical and professional staff to ensure effectiveness/performance in a highly demanding work environment. Judgement is exercised in providing direction and guidance to staff on complex financial, policy, program and project delivery matters.

Accountability - Programs :

Leads the preparation of MNRs corporate accommodation plan / asset management plan submissions to MEI and MoF/Treasury Board to meet quality requirements and achieve priority and funding objectives. Leads as program controller the administration of ministry corporate accommodation investment resources and asset management system/processes to ensure: compliance with government and ministry policy, effective support for government/ministry priorities and results, and effective organizational development. Prepares reports on: the Ministrys accommodation-related expenditures and the value of the Ministrys accommodation assets, and ensuring the quality of information/data to meet government standards as defined by appropriate benchmarks and provincial audit criteria. Leads the provision of strategic business planning advice to ministry executive and management to ensure timely and effective support for quality fleet accommodation/asset management decision-making processes. Leads the quality assessment and development of accommodation data/information systems to support timely and effective decision-making.

Accountability – Personnel :

The position has direct supervisory responsibility for staff. The position also supervises the work of consultants and service providers and provides technical leadership for staff across the ministry, within the accommodation management system, and coordinates the work of branch staff associated accommodation management.

Accountability - Finance and Materials :

The position has direct budgetary responsibility for (multi-million dollar) program spending, including major capital projects and the Ministrys accommodation operating accounts. Responsibility for corporate forecasting, and providing corporate analysis/reporting and over-sight/control for the ministrys capital appropriations and expenditures, and asset values/liabilities. The position assesses and recommends strategies to manage accommodation/asset management risks/opportunities. The position provides assurance for the quality of financial analysis in support major investment decision-making. The position provides ensures adequate financial controllership for complex, multi-million dollar projects.

Accountability - Impact of Errors :

Errors by the position would lead to poor investment and accommodation management decision-making, leading to poor utilization of Ministry financial resources, inefficiencies and increased costs. Poor controllership would lead to: major financial liabilities, inadequate interpretation/translation of policies and priorities, and ultimately lead to misdirection of ministry accommodation management activities and possible non-compliance issues. Poor or incorrect forecasting/reporting could lead to criticism from central agencies and loss of support for ministry programs. Lack of due diligence would lead to inadequate internal controls and poor quality of information, leading to loss of confidence of MEI, and MoF/Treasury Board, potentially reduced levels of funding for the Ministry, and potentially negative findings by Internal Audit Services and the Office of the Provincial Auditor.

Contact - Internal :

Regularly with ministry executive/senior management and frequently with ministry divisional and program-level management and management committees to provide advice and briefings on a variety of accommodation/asset management issues, initiatives, policies, and processes. Regular contact with central agencies and inter-ministry committees to represent the Ministry, address critical issues, input into corporate-wide initiatives, and policy development, as well as the development of decision-making practices, and negotiate joint strategies and solutions and the exchange of information.

Contact - External :

Contact with government and industry-related and private sector organizations to respond to inquiries, exchange information, and to stay current with fleet portfolio/asset management practices. Position has direct contact with other levels of government and jurisdictions to exchange information.