Deputy Director

Deputy Director

Location: Ottawa, with a minimum of 3 days a week in the office
Contract Type: Permanent
Salary: Commensurate with experience. Salary starting at: $113,000 CAD per annum
Hours: Full Time, 37.5 hours per week

COMMISSION BACKGROUND

The Commonwealth War Graves Commission honours and cares for the men and women of the Commonwealth forces who died in the First and Second World Wars, ensuring they will never be forgotten. Funded by six Member Governments, our work began with building, and now maintaining, cemeteries at 23,000 locations all over the world. Today, over a century after we first began, our work continues through our staff, supporters and volunteers who preserve our unique cultural, horticultural and architectural heritage and ensure that the stories of those who died are told.
The Canada, Americas and Pacific Area (CAPA) of the CWGC covers all of Canada, United States, the Caribbean, Central America, South America and the Falkland Islands (31 countries) and another 10 countries in the Pacific Region including China, Japan, Indonesia, Malaysia, Thailand, Singapore, and Myanmar. We are responsible for caring and maintaining 72,000 war graves, over 66,000 commemorations, 89 CWGC owned cemeteries and other sites with memorials, stones of remembrance and crosses of sacrifice.

KEY RESPONSIBILITIES and ACCOUNTABILITIES OF THE ROLE

General

• Deputize for Area Director CAPA acting on his behalf as assigned and during his absence.
• Critically analyse and challenge existing structures and practices. To improve operational systems, processes and practices and put in place improvements in support of the CAPA’s objectives.
• Highlight best practice and ensure consistency of approach across the two CAPA regions where applicable
• Oversee the work of and provide effective leadership and management of the two CAPA Regional Managers ensuring that you provide effective planning, guidance, advice and training.
• Deploy resources effectively and to maintain close contact with those working in the Regions and to discuss, plan and resolve on-going issues with the Regional teams.
• Ensure that Area’s programme of works is carried out on time, effectively and efficiently
• Manage and deliver significant Agency Contracts such as the Veterans Affairs Canada (VAC) inspection, maintenance and repair program and the MoD inspection and maintenance programmes and regional construction work as contracted.
• Deliver regional inspections and headstone cleaning and maintenance cycles either through regional teams or the use of CWGC volunteers.
• Ensure that all inspection data collected is accurate and recorded in the CAPA AssetPlanner system and that the mapping of our sites and assets, in GIS, is available for all to use for future inspections, projects and contractors alike.
• Create and manage the implementation of the CAPA site survey program, ensuring that it is conducted in accordance with CWGC and CAPA policies and procedures.
• Complete the 5-year cyclical Structures Assessment Program as per Head Office directives.
• Ensure that all CAPA survey information is correctly recorded and reported as per CWGC policies and procedures, notably within the CAPA Asset Management system, the CRGT database, and the corporate operational structures database (currently K2).
• Ensure all documentation is prepared to support the annual works program (OPEX and CAPEX), including the preparation of Conservation Statements, Conservation Management Plans, Cemetery Plans, PMO documentation, Project Pipeline submissions and Form B approvals
• Create and manage the CAPA Horticulture Plan and programme, to ensure that CWGC-approved Horticulture standards are delivered for all CAPA sites where we have horticulture.
• Prepare the annual CAPA operations (OPEX) budget submission in conjunction with the Area Director.
• Create, manage, implement and report on the CAPA 10-year Capital Program (CAPEX).
• Manage the annual Operations Program to ensure on time delivery of planned works within assigned budgets.
• Prepare and coordinate various CAPA staff inputs quarterly for the Area Director for the Quarterly Management Meetings (QMM).
• Prepare and coordinate various CAPA staff inputs quarterly for the International Management Meetings (IMM).
• Ensure that CAPA survey results are translated into executable ‘Statements of Requirement’ for contracting purposes, which is to be provided to the CAPA Professional Services Manager for contracting.
• Create and manage a comprehensive operations quality control/audit program, to ensure that all contracted works are completed to contract specifications.
• Ensure that PQMS reporting is conducted on all CAPA HORT sites as per CWGC guidelines.
• Prepare Operations Business Information as required and directed by the Area Director.
• Attend CWGC Operations Conferences and Training meetings as assigned.
• Develop an Annual Training Plan in conjunction with the CAPA Health, Safety and Training Coordinator for all assigned staff to be ensure that they are adequately trained to perform assigned tasks.
• Ensure that all assigned projects are managed in accordance with CWGC project management and Financial Management principles.
• Contribute to the formulation and development of Area policy on both non-horticultural and horticultural matters.
• Recruitment, development and appraisal of department staff including implementation of HR policies as required.
• Ensure that the Commission’s Health & Safety Policy is implemented and adhered to by ensuring that safe working practices and procedures are always observed across CAPA.
• Act as the Transport and Fleet Manager for CAPA. Ensure that CAPA has the relevant processes in place to assure the Area Director that CAPA complies with the CWGC Transport Fleet & Driver Policy and Ministry of Transportation Ontario rules and regulations.
• Demonstrates an alignment and adherence to the Commission’s Values: Commitment, Ambition, Respect and Excellence (CARE).
• Foster Health and Safety responsibility for self and others.

Job Functional Knowledge

• Coordinate Regional inputs and write the departmental contribution to the CAPA Business Plan and produce and manage the annual budget in coordination with regional teams
• Work with the Strategic Initiatives Manager to coordinate and manage the use of volunteers across Canada as part of the Inspection and Maintenance Programme
• Work with regional teams to maintain the estate to the highest standard possible.
• Provide experienced technical advice as required both within and outside the Commission.

Business Expertise

• Ensure that horticultural and works maintenance standards are being achieved by implementing the Area Business Plan (Corporate, Core and Initiatives) and ensure adherence of technical policies as set by Estates
• Identify requirements, support the development and ensure the adoption of the CAPA Asset Planner and ESRI GIS system in support of the Area Inspection and Asset Management processes.
• To undertake projects as directed and authorised either as a project manager or sponsor and ensure they are delivered on time and within budget
• Assist in the management of complex commemoration issues with both internal and external stakeholders, working in line with policy, to achieve a satisfactory outcome for the Commission
• Work with the Purchasing and Administration Manager to ensure that the Commission procurement protocols are followed to ensure best practice and best value are achieved when arranging goods and services for operational delivery

Leadership

• Provide line management responsibilities for assigned staff, ensuring they are managed in accordance with the CAPA Employee Manual and CWGC policies and procedures
• To set the performance standards required of staff, identify staff development needs and ensure that staff members receive the training and coaching required.
• Capable of completing performance reviews with the skills to address shortfalls in results through clear direction and management.
• Drive the capability of the regional management teams to implement change and communicate clearly and effectively with their teams across CAPA.
• Foster and develop productive relationships with CWGC staff, local officials, outside agencies and dignitaries at all levels to ensure the smooth running of an operation.

Problem Solving

• Highly developed in analysing issues and working in partnership to deliver successful outputs on complex issues.
• Able to influence and work with various departments across the CWGC to reach common goals and satisfy both internal and external parties.

Nature of Impact

• To maintain a high profile within the Area, to represent the Area’s needs and interests at
• Management, Group and Community meetings and with a range of external stakeholders.
• Ensure a continued relationship with Honorary Supervisors, In Country Representative, and Contractors in overseeing our Estate in those countries where we have determined there is a need for this external support.
• Ensure that resources are aligned to CWGC strategic and annual business plan priorities and that staff and resources are organised, trained and managed effectively and efficiently.

Area of Impact

• Deliver the Area contribution to the sustainability plan being implemented across the Commission delivering the necessary improvements and logging required statistics.
• Create a valued workforce who are engaged with the strategic direction of the Area and understand their role in the delivery of the Area Business Plan annually.
• Integrate volunteers into normal operations effectively to support our work across the CanAm Region including work on the VAC Agency Contract.

Interpersonal Skills

• To recruit, develop and appraise department staff including implementation of HR policies as required.
• Engage with team members on all levels to communicate clearly and work towards delivery of targets and success across all regions within the Area.
• Influences senior managers and others involved in the strategic level decision making process.
  Project Responsibilities
• Act as Project Lead or CAPA point of contact for any Project assigned to you by the Area Director.
• Co-operate with the corporate Project Management Office (PMO) to deliver and maintain the PMO systems in CAPA.

Financial & Risk Management

• Ensure that all CAPA financial transactions are conducted in accordance with CWGC Financial Policies and Procedures and ensure that your approvals are within your delegated financial authority, and in accordance with the relevant CWGC policies and procedures. .

Other Accountabilities

• Represent the CWGC and/or Area Director at external public events as directed by the Area Director including presenting CWGC approved presentations to the public.

PERSON SPECIFICATION

Education and Knowledge

• Professional qualification in a related field (Civil Engineering/Chartered Surveyor/ Project Management)
• Professional Engineer Designation (PEng) would be preferred
• Professional Qualification in Project Management (PMP Designation) is an asset
• Experience with H&S management in the workplace.
• Bilingual. Fluent in both written and spoken English and French.

Experience

• Proven Senior Management experience in a construction or asset management related sector.
• Working with a high degree of autonomy, organising work to meet deadlines.
• Managing assets and project budgets
• Ability to lead a diverse team in an environment where staff are regularly dispersed across the globe.

Skills and Abilities

• Excellent management skills with ability to monitor standards and provide coaching and assistance when required to motivate staff to provide their best.
• Ability to deal effectively with poor performing staff.
• Excellent time management skills
• Understanding financial statements, budgeting processes and able to work within an assigned budget.
• Willingness to accept increased responsibility, using knowledge to effectively take forward the goals of the Commission.
• Strong leadership skills, to direct, guide and take forward the Area Management plan and Corporate Objectives.
• Understanding of extreme climatic conditions an able to adapt working practices as required.
• Able to prioritise allocation of resources to successfully execute agreed work programs.
• Able to work flexibly, using resources wisely and economically.
• Excellent administration, numerical and IT skills
• Demonstrates sound Health and Safety knowledge and practices.
• A good team worker who recognises the contributions made by others.
• Flexible and able to deal with ambiguity and change.
• Ability and motivation to develop specialist knowledge of the CWGC’s history, policy and procedures, relating to commemoration.

How to Apply:

Simply apply by sending us your CV and cover letter via our Career Portal, you can create a profile to keep up to date with future vacancies, as they arise.

We believe creating a diverse environment enriches our organisation and strengthens our mission, therefore, we welcome applications from everybody. Join our inclusive environment where every individual is valued.