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JOB PROFILE

Position #00004365
Title: Facilities Administration Officer / Classification: administrative officer 27
Ministry: Forests, Lands, Natural Resource Operations & Rural Development / Work Unit: Forest improvement and research management branch
Supervisor title: Manager, Tree Seed Centre / Supervisor Position #: 00001998

JOB OVERVIEW

To provide facility and site management services to support the continuing secure, efficient and cost-effective operation of the Tree Seed Centre (TSC). The TSC is a one-of-a-kind Provincial facility, designated as Mission Critical within the Ministry of Forests, Lands, Natural Resource Operations & Rural Development Business Continuity Plan. The TSC serves forest licensees, woodlot licensees, District and BC Timber Sales, seed orchards, forest nurseries, tree seed dealers, First Nations, researchers, educators and the public. The facility, which is owned and operated by the Ministry, is located on 4.5 hectares of land, measures 3,623 square meters and is comprised of offices, cone conditioning areas, cone and seed processing and distribution areas, seed laboratory, coolers and long-term storage vaults.

ACCOUNTABILITIES

1.  Assesses current and future facility development and improvement needs, including capital projects, and pro-active preventative maintenance, based on the Tree Seed Centre’s strategic, operational and productivity goals, industry safety standards and the recommendations of the Facilities and Asset Condition Assessment Report (2016):

·  participates as a member of the Tree Seed Centre Management Team in the development of direction, determination of priorities and management of facilities and site related operational issues; contributes to creating long-term work plans, and to identifying annual goals, activities and budget requirements

·  oversees and conducts inspections of building, equipment and site operations, including highly specialized operational equipment, water treatment and delivery, power/electrical/fuels, septic, security, refrigeration, heating/ventilation/air conditioning systems, and a caretaker’s residence, and addresses issues

·  plans and develops business cases to support capital and maintenance projects, prepares detailed rationales and drafts Treasury Board Submissions

·  prepares capital works and maintenance project budget proposals, and detailed annual project work plans including defining staff and contracted resource requirements

·  reviews existing infrastructure management protocols and processes ensuring these meet the TSC needs and align with legislation and regulations; establishes new or revised approaches in accordance with these standards and findings and provides input into TSC operational policy, procedures and best practices

·  develops business continuity plans and risk management plans for business processes and infrastructure management systems and updates local and corporate plans bi-annually

2.  Develops and manages the implementation of capital and infrastructure maintenance/ repair/ replacement/ development projects including planning, budgeting, procurement, delivery, allocation of staff and contracted resources and related activities:

·  advertises, prepares, manages, and negotiates contracts, assigns tasks, monitors and evaluates progress, and certifies work completed

·  organizes preventative maintenance schedules for servicing and repair of equipment and machinery and oversees implementation

·  monitors and adjusts project activities to meet project deadlines and deliverables and operational priorities

·  assigns and oversees staff and contracted resources

3.  Manages security of the TSC facility, infrastructure and physical asset inventory by developing security measures and strategies to safeguard staff, buildings, site, vehicles and assets; conducts risk assessments, determines security needs (e.g. systems, alarms, patrols, access keys & cards) and establishes systems and processes; oversees caretaker agreement, security contracts and creates business continuity plans for building systems in the event of a systems failure or natural disaster

4.  Manages the provision of building services such as green, chemical and domestic waste disposal and recycling initiatives, keys and access cards, fleet/vehicles, and staff and visitor parking programs

5.  Manages the design and/or modification of specialized cone and seed processing, seed preparation, storage, and testing equipment; works with TSC specialists and contractors/manufacturers to identify issues or potential improvements, defines technical specifications and develops and tests prototypes

6.  Ensures and coordinates the training of staff in the safe and proper operation of equipment, environments, and vehicles; monitors all TSC infrastructure for quality assurance and opportunities for improvement

7.  Supervises staff ensuring coverage during peak workloads and security alarm events, providing employee development guidance/opportunities, monitoring health and safety and managing performance

8.  Liaises with external agencies such as CSNR facilities and business continuity specialists, security providers, police and fire departments

JOB REQUIREMENTS

Education & Experience

·  Related designation, degree or diploma, preferably in Building Technology, Business Administration and/or Public Administration.

·  Several years of related experience in administrative and facilities management. An equivalent combination of education, training and experience such as completion of the government financial management certificate program and several years of related experience may be considered.

·  Demonstrated expertise and experience in financial and contract management.

·  Demonstrated experience managing projects and coordinating and implementing initiatives.

·  Demonstrated experience and ability to effectively supervise staff and lead work groups in a team-based environment.

Working Knowledge of

·  building, mechanical, electrical, and civil engineering design, construction and maintenance.

·  project management, theories, principles and practices and of business processes such as needs/requirements analysis, cost/benefit and risk analysis, feasibility studies and business cases.

Demonstrated Ability to

·  consult, collaborate and negotiate with staff, professional consultants, contractors, trades people and building officials and manage expectations around capabilities, budgets and service levels.

·  create and present business plans and strategies, project proposals, reports and operational guidelines or standards, clearly and concisely.

·  manage and organize a heavy workload with multiple priorities, demands and concurrent projects in a timely and effective manner.

·  direct or carry out building, machinery, equipment and systems maintenance and repairs.

Willing and Able to

·  work in extreme temperatures (-22C to +60C) with wind and noise.

·  work with or around organic dust, mould, bleach, battery acids, refrigerants, solvents and fuels.

·  occasionally lift and carry heavy weights for short distances and climb ladders, stairs and scaffolds.

·  safely operate and work around forklifts, vehicles and moving equipment (e.g. conveyor belts).

·  work shifts and overtime as needed, be on standby or on-call for emergencies, respond to fire or intrusion alarms or problems on a call-out basis and travel occasionally.

Other

·  Must possess and maintain a valid BC driver’s licence that does not limit or restrict the ability to conduct the duties of the job (e.g. Class 5).

·  Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry.

BEHAVIOURAL COMPETENCIES

·  Analytical Thinking is the ability to comprehend a situation by breaking it down into its components and identifying key or underlying complex issues. It implies the ability to systematically organize and compare the various aspects of a problem or situation, and determine cause-and-effect relationships (“if...then…”) to resolve problems in a sound, decisive manner. Checks to ensure the validity or accuracy of all information.

·  Business Acumen is the ability to understand the business implications of decisions and the ability to strive to improve organizational performance. It requires an awareness of business issues, processes and outcomes as they impact the client’s and the organization’s business needs.

·  Improving Operations is the ability and motivation to apply one's knowledge and past experience for improving upon current modes of operation within the Ministry. This behaviour ranges from adapting widely used approaches to developing entirely new value-added solutions.

·  Planning, Organizing and Co-ordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization’s mandate.

·  Initiative involves identifying a problem, obstacle or opportunity and taking appropriate action to address current or future problems or opportunities. As such, initiative can be seen in the context of proactively doing things and not simply thinking about future actions. Formal strategic planning is not included in this competency.

·  Strategic Orientation is the ability to link long-range visions and concepts to daily work, ranging from a simple understanding to a sophisticated awareness of the impact of the world at large on strategies and on choices.

·  Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organization goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

The above competencies complement the required accountabilities for this position. For more information
about behavioural interviews, competency definitions, and to watch interview videos, please visit:
Competencies in the BC Public Service