Manager Contract Support Services

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Leadership Opportunity

Business Unit: Parks Recreation and Environmental Services 

Division: Facilities Mgmt and Engineering Svcs

Regular/ Auxiliary: Regular

Rate of Pay: $115,323.32 - $135,674.27 yearly 

Hours of Work: 70 hours bi-weekly

Posting Date:  July 10, 2024

Closing Date:   Open until filled; review of submissions will begin on July 31, 2024.

Position Purpose

This position leads Corporate Capital Project Delivery Division’s Contract Support Services team. This position brings expertise to enhance and influence the centralized capital project delivery service within the CRD.  This position works with the management team to develop standard business process and solutions, including activities related to project controls including document control, cost control, schedule, trending and risk and reporting in accordance with the project charter, and project management plan(s). This position provides leadership related to procurement process oversight and support, contract administration, contract accounts payable processes, contract budgeting, reporting and document control. This position provides expertise and leads the contract administration team with a focus on effectiveness, ensuring consistency and providing leadership to the immediate team as well as other divisions on contract related processes.  

Key Accountabilities/Position Outcomes

  • Leads the development and implementation of related procurement and contract strategies by engaging relevant interested parties, including CRD Corporate Services, operating departments capital delivery managers, and other stakeholders. 
  • Provides leadership and management direction throughout the contract life cycle, from strategy through contract closeout.
  • Leads the team responsible for delivery of contract documents ensuring compliance with contract support and administration procedures.
  • Acts as the Department’s primary liaison with procurement, financial services, Insurance & Risk Management and Legal Services stakeholders on matters related to request for tenders, requests for proposals, and the execution of the corresponding contracts and agreements.
  • Leads the preparation, award and execution of call documents for the procurement of professional services and construction services including construction tender documents, Requests for Proposals (RFP) and Requests for Quotations (RFQ). Reviews tender submissions.
  • Leads and oversees payment support services to various departments and divisions of the CRD. Leads the preparation and processing of progress payments for construction contracts, payments for invoices and operating expenditures. Ensures appropriate holdbacks are retained. Oversees the preparation of expenditure liabilities at year-end.
  • Ensures contract processes align with CRD policies and processes. 
  • Investigates, recommends solutions, and implements solutions to processes and performance initiatives.
  • Performs research and prepares staff reports. 
  • In collaboration with Corporate Services and IT, create standards for document control processes related to project management/capital delivery across the CRD.  Develops processes and procedures to maintain accurate document control processes as well as tracking for contract, financial and administrative initiatives. 
  • Support departmental staff in responding to Freedom of Information requests related to capital projects. 
  • Oversees preparation of financial payments related capital projects, ensuring proper authorization and documentation is received.
  • Responsible for the leadership and management of employees and contractors within area of responsibility, including employment and labour relations matters involving: employee hiring, promotion, demotion and other personnel matters; discipline and discharge; representing management in the grievance procedure; input on behalf of management into labour relations matters, and representing management on committees; maintaining Employer confidentiality; and developing, supporting and implementing various corporate and legislated policies, procedures and practices.
  • Follows all policies, procedures and standards of the CRD.
  • Performs other related duties as required.

Qualifications

  • Degree in a related discipline
  • A minimum of 5 years' directly related experience
  • An equivalent combination of education and experience

Certifications

PMP or equivalent project management certification

Valid BC Driver's Licence

Role Specific Knowledge, Skills, and Abilities

  • Experience in initiating and leading process improvements and designing and implementing new processes and procedures.
  • Demonstrated ability to manage client and parties of interest’s expectations and relationships through effective service agreements, communications related to commitments and obligations.
  • Demonstrated experience with influence management, persuasion, and stakeholder engagement with the ability to identify and negotiate collaborative solutions. 
  • Demonstrated interpersonal skills and a proven ability to establish and maintain effective and collaborative working relationships.
  • Demonstrated communication and presentations skills with the ability to explain complex technical and non-technical issues. 
  • Demonstrated ability to deal with sensitive situations involving the exercise of utmost tact, diplomacy, judgement, and confidentiality.
  • Ability to coordinate and manage multiple requests while meeting required objectives and deadlines.
  • Excellent written communication skills and an ability to research and analyze various sources of information, draw conclusions and report out on those findings.
  • Demonstrated leadership and management experience.
  • Ability to understand and manage complex situations and problem solve where and when necessary.
  • Demonstrated experience with the Local Government Act and Community Charter, as well as knowledge and understanding of related bylaws, regulations, and legislation.
  • Excellent organizational and leadership skills.
  • Advanced customer service knowledge, skills, and abilities.
  • Proficiency in using a personal computer and a variety of software programs.

Leadership Profile

Leaders at this level are generally recognized as fully qualified professionals who apply their in-depth knowledge and experience and best practice in their own discipline to respond to a wide range of moderately complex and complex problems and situations.  They interpret and respond to client needs and improve products or services in their own area.  Working with minimal direction, they monitor and control costs within their own work, explain difficult issues to establish consensus, and promote teamwork, potentially coaching and guiding others.

While CRD Leaders are accountable to all Leadership Competencies, the competencies listed below have particular relevance to this position. View https://www.crd.bc.ca/docs/default-source/hr-pdf/leadership-summaries-and-competencies.pdf for a complete definition of our Leadership Levels and Competencies.

Leadership Competencies

Thinks Strategically

Sees the Big Picture

Focuses on Service

Builds Partnerships

Creates a Common Vision for Change

APPLICATIONS

To apply for this exciting opportunity, visit https://jobs.crd.bc.ca/job/Victoria-Mgr-Contract-Support-Services-Brit-V8W-1R7/582675517/  please click "Apply now" to submit your resume and covering letter online. 

We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible.

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.