Job Specification

Purpose :

To lead projects for the branch which have broad implications throughout the division, the ministry, and across government, and to manage systems and processes for prioritizing, assigning, monitoring and organizing projects, and project resources in the division, as well as to establish and promote a standard project management framework.

Key Responsibilities :

1. Project Management Expertise and Support
Manages initiation and tracking of divisional projects to monitor use of resources, and ensure alignment with divisional priorities, and consults with program leaders/managers to assess program needs, evaluate workload, determine resource allocations and recommend priorities.
Analyzes program needs against divisional priorities and develops business cases to address resource needs, competing interests for resources, potential impacts on divisional workload, and project sequencing. Provides project planning support to divisional staff, assisting in estimates of project costs and resource requirements.
Monitors plans/activities of multiple projects to ensure alignment and coordination. Reviews project data and reports to branch management on plans and progress, as well as providing analyses and recommendations in order to manage risks and resolve issues.
Develops a standard project management framework for the division, coordinates the development and implementation of a project management outreach program, and leads delivery of related training to divisional staff.
Provides advice on natural resource management and operational initiatives to support divisional strategic, long-range and operational plans, in order to contribute to policy analysis, policy and program development, and planning.
Provides expertise in the development and application of methodologies, tools and templates for planning, managing and monitoring program development and other projects. Coaches project teams in development of project charters, plans and progress reports, including identification of purpose, scope, deliverables, and evaluation strategies.
Maintains current awareness of project management methodologies and best practices in public and private sectors. Conducts research and environmental scans to understand developments in project management in other ministries and jurisdictions, and leads related continuous improvement initiatives for the division.
Advises project managers on development and retention of team members through effective communications, coaching and training, and works with project teams to apply project management methodology.
2. Project Leadership and Management
Manages and leads multiple projects with implications within the division, ministry and government; leads multi-disciplinary, multi-partner project teams.
Defines project goals, scope and requirements, and develops project charters and planning documentation. Identifies need for consulting resources, prepares business cases, RFPs, and contracts in line with procurement requirements, and exercises control of projects,
Identifies changes required to scope, cost, resources or timelines, and prepares change requests. Provides project briefings, as well as reporting on achievement of project goals and deliverables.
Identifies skills and knowledge required to staff projects and meet deliverables, and coordinates/assigns team roles and responsibilities, and identifies requirements for stakeholder involvement and develops related communications plans.
3. Stakeholder Relations
Liaises with management and staff of other divisions to maintain awareness of operational programs and ensure integration with policies and programs under development, and represents division on committees and working groups.
4. Issues Management
Develops knowledge of project objectives and issues, as well as policy and program implications for ministry, government and stakeholders, and provides strategic advice on integration and alignment of projects and related change initiatives.
Prepares business cases and briefing materials, reviews Cabinet/TB submissions, and prepares and delivers presentations.

Knowledge / Skill :

Knowledge of and skills in:
Principles and processes of policy and program development, and change management, in order to grasp the objectives of divisional projects, assess program implications, and propose measures to achieve desired project outcomes.
Government/ministry/divisional strategic directions, including government priorities for natural resource management and environmental protection, in order to provide strategic advice to senior management and project managers; related programs and priorities of other ministries and levels of government to ensure integration and coordination of new environmental programs in other ministries/jurisdictions.
Theories and practices of natural resource and environmental planning and management, and scientific terminology in order to manage natural resources management projects and liaise with project team members on complex technical issues.
Applicable and relevant legislation (e.g. Endangered Species Act, Public Lands Act, etc.) and regulations to lead project teams in developing and implementing new environmental/ natural resource programs that translate new policies into operational programs.
Developments in natural resource and environmental management in the academic/scientific community, as well as in the programs and initiatives of other Canadian and international jurisdictions to identify best practices and opportunities for collaboration.
Business planning, decision making processes, and policy and program development processes in order to anticipate and advise on issues.
Project management in order to define and scope projects, establish approaches and plans, monitor progress, and identify issues; planning and organization in order to lead divisional projects and incorporate divisional priorities and objectives.
Written and oral communications to develop and present reports on environmental management initiatives, discuss strategies for mitigating issues with partners and stakeholders, and to provide briefings and updates to senior management.
Software including word processing, spreadsheets, presentations, project management, e-mail and internet, in order to conduct research and analysis, assemble presentations, manage, track and monitor concurrent projects, and maintain effective working relationships with staff and management in own and other divisions, as well as program partners and stakeholders.

Interpersonal / Influencing Skill :

Advisory and consultation skills to to build working relationships with division/ministry staff and management, and staff and management of partner ministries, to promote project management and integration.
Negotiation, mediation, and facilitation skills to communicate and gain support for the implementation of a standardized and strategic project management framework.
Consultation, negotiation, and relationship management skills in order to maintain a network of stakeholder relationships to build consensus on strategic project priorities, change processes and project management tools, and convince stakeholders to support alternative and innovative concepts and initiatives.
Team leadership and coaching skills in order to lead the development and implementation of project management approaches across the division/ministry, and to provide actual project management concurrently to multiple project teams.
Presentation skills to convey messages and explanations regarding sensitive, contentious or complex issues and alternative methods and strategies to stakeholders.

Analyzing / Problem Solving Skill :

Analytical and problem-solving skills to:
Understand and assess the impact of external trends and issues on project management in the context of environmental and natural resource management initiatives, as well as on policy and program strategy.
Identify, assess, evaluate and make recommendations to senior management on linkages between divisional projects, and resource needs and issues.
Apply strategic approaches to program development policy development and in identifying linkages and strategic opportunities for integration with initiatives in other divisions, ministries, and jurisdictions.
Evaluate directions, policies, and standards of the program, government, ministry, agencies, and other jurisdictions using multiple sources of information to develop options, negotiate strategies, and make recommendations.
Address needs, issues, and concerns of ministry staff and management, and program partners and stakeholders, in order to ensure integration with policies and programs under developmen.
Investigate and assess relevance of information, interpret and analyze issues or problems, formulate program and project options and solutions, and make recommendations to management.

Decision Making / Responsibility :

Responsible for:
Leading concurrent, complex projects with broad implications throughout the division, the ministry, and across government, and with other jurisdictions, and for the coordination and monitoring of multiple project teams comprised of internal/external multi-disciplinary experts, and consisting of cross-divisional and cross-ministry initiatives.
Contributing to natural resource management by planning, prioritizing, monitoring and coordinating the implementation of multiple policy/program initiatives.
Ensuring the effectiveness of project management methodologies and tools, strategic and business planning advice and materials, and analysis and strategic advice provided to divisional management and to project managers.
Developing and managing project budgets, and managing systems and processes for prioritizing, assigning, monitoring and organizing all significant projects and project resources in the division.
Providing leadership and direction to project team members which include ministry/government and external consultants and experts in natural resource management.
Has latitude to: identify and initiate improved methodologies, processes and practices; recommend solutions and responses to complex problems; serve as a divisional project management expert; develop reports and briefing materials with strategic planning implications; and provide leadership to project teams and establish priorities for day to day work, managing consulting services.
Decisions are guided by the general direction of management and the framework of applicable resource management legislation, government policy and procedure.

Contacts / Stakeholder :

Directors in division and across other ministries to consult on projects, and to provide strategic planning advice and project updates.
Managers, project managers, and project management staff in other divisions and outside the OPS to provide services and project management support, and to develop project plans, monitor progress, and resolve issues.
Regional/divisional/government counterparts, staff and management, to coordinate overlapping interests encountered between various projects, and negotiate solutions.
Service providers and consultants to engage services of environmental experts and to provide project leadership.
Partners and stakeholders, (e.g. representatives of other jurisdictions, environmental and other non-govermental organizations, academic/scientific community), to exchange information, identify best practices, and provide representation on assigned committees and working groups.

Guidance / Supervision :

Providing recommendations and expertise in project management to divisional and ministry management and staff to ensure the implementation of standard project management frameworks.
Provides guidance and supervision to project staff, as well as providing oversight, expertise and technical guidance to project teams under the direction project managers.

Demands / Pressures :

Work Demands :

Occasional unexpected work demands, changes to deadlines on short notice, and tight time pressures.
Frequent conflicting work demands from multiple sources.

Mental / Sensory :

Frequent periods of concentration to perform project/policy and procedural research and analysis; to prepare analytical reports, business/funding models and project forecasts; and to conduct analyses.
Frequent periods of concentration to participate in project planning meetings and discussions, and to read/review business, financial and budget planning documents, and legislation.

Conditions / Environment :

Work is performed in a typical office environment.