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PROJECT MANAGER (International Relations)
Job ID: 47602
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
Work Location: City Hall, 100 Queen Street West
Job Type & Duration: Full-time, Temporary (12 months)
Salary: $102,515 - $135,815, TM0624, Wage Grade 7
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 28-Jun-2024 to 12-Jul-2024
Reporting to the Deputy Chief of Protocol in Strategic Protocol & External Relations (SPER), City Clerk’s Office, the successful candidate will be part of the International Relations and Official Visits Project Team. The Project Manager initiates, plans and oversees complex multi-disciplinary activities, projects and initiatives and provides leadership and expert guidance in the delivery of the City’s international relations strategy, official visits and missions, the International Alliance program, international projects and networks, and other protocol initiatives for SPER, the City Clerk's Office, the City of Toronto, the Mayor and Members of Council, Senior staff and City Divisions.
Major Responsibilities:
Develops, manages, and implements international relations and other projects and recommends policies regarding program requirements.
Manages and provides leadership in project management for international relations functions and activities including: official visits to Toronto by Heads of State and Government, foreign ministers, senior foreign government officials and other distinguished persons, study tours and global knowledge exchanges, outbound missions, international projects and networks, the International Alliance program, in support of and to strengthen Toronto's image worldwide.
Researches and identifies current trends and issues in the area of international relations, protocol, and in the media to position the City within the global community. Conducts jurisdiction and environment scans.
Communicates potential international relations or media issues and makes recommendations on courses of action, ensuring management is apprised of issues impacting the service delivery of the project and any potential impact on Strategic Protocol & External Relations Unit and City Clerk's Office (CCO), or the City.
Monitors and reports on important global political and economic as well as cultural developments, trends and changes to corporate policies and practices, legislation and initiatives by other levels of government and municipalities in other countries; providing analysis, advice and support on confidential and sensitive information affecting the City international relationships and reputation; assesses resource requirements to support option development and implementation; and proposes improvements to processes and policies
Cultivates and retains strategic relationships with the diplomatic corps, corporate representatives, media partners, local businesses, elected and appointed officials and staff from all orders of and international governments, as well as internal senior level management.
Support and/or accompany the Mayor, elected officials and/or Senior Management Team members on official missions abroad, attends international meetings and participates in advance planning as required.
Understands the unique qualities and responsibilities of working in a political environment with direct relationships with elected officials and with various stakeholders in a positive manner ensuring culturally sensitivity.
Creates, develops, and approves communication and briefing materials (i.e., web materials, briefing notes, issues notes, agendas, scenarios, backgrounders, factsheets, speaking points etc.).
Develops, coordinates and approves effective communication activities/mediums for the Division, and for Members of Council to ensure the international relations plan is widely understood in all strategic and day-to-day decision-making.
Reviews, evaluates and recommends detailed project plans to the Chief/Deputy Chief of Protocol/Sr. Project Managers including the overall scheduling of projects and reports on the status of all subprojects.
Manages issues as they arise within projects, during delivery of project, and on-site during functions and activities often under scrutiny by media, public and members of Council with the potential for damaging results, misinterpretation, or poor perception.
Identifies and analyzes current projects, business processes and practices; prepares gap analysis, needs assessments, and recommends overall solutions for project and operational initiatives, collaborating with other Sections and Divisions on like needs to ensure the most efficient solution.
Represents the Section and Division in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, sponsors, senior staff, elected officials and other levels of government and municipalities worldwide.
Promotes and maintains a positive profile for the City of Toronto in the local, regional, national, and international community.
Identifies approaches, concepts, and methods of analyzing complex, and sometimes competing issues, and provides expert professional and technical advice as required as well as briefing notes for senior and elected officials on issues as they arise and as background for visits and initiatives.
Oversees multi-disciplinary teams to ensure the delivery of high-quality project management service on Protocol and CCO projects/functions/activities.
Works in a highly collaborative manner with internal and external stakeholder groups to ensure multi-divisional implementation of all aspects of protocol.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others. Ensures pre-event, on-site and post event benefit fulfillment, stakeholder agreements and contractual obligations with donors, stakeholders and sponsors and ensures that City objectives are met.
Conducts and/or coordinates appropriate training and ensures communication to staff are undertaken with respect to function/activities/projects, policies and procedures and makes revisions, as necessary.
Maintains a thorough and continuous awareness of initiatives, policies, and procedures in the City’s administration, external organizations, and other orders of government to provide information, developmental services, policy reports, recommendations, and issue monitoring around all aspects of international relations.
Maintains a thorough awareness of the vision, mission and strategic directions of the City Clerk's Office and its services and the Strategic Protocol & External Relations mandate.
Manages evaluation and selection processes and contracts with suppliers. Negotiates terms and conditions of contracts and prepares, develops, and negotiates agreements and contracts with suppliers,
Ensures the quality of work and service meets Corporate and Divisional standards and employees are trained to perform work and are in compliance with all legislative regulations that apply, such as Accessibility for Ontarians with Disabilities Act (AODA), Workplace Hazardous Materials Information System (WHMIS), MFIPPA, Records Management and the Occupational Health and Safety Act (OHSA), etc.
Acts on behalf of Senior Project Managers, Deputy Chief of Protocol, and Chief of Protocol, Strategic Protocol & External Relations in their absence.
Required to work evenings, statutory holidays and weekends and provide coverage as required.
Key Qualifications:
Extensive experience in international relations issues and diplomatic matters, intergovernmental relations, issues management and related protocol.
Extensive experience as a fully accountable project leader effectively leading multi-disciplinary project teams and developing and co-ordinating multiple creative and diverse projects and priorities as they relate to diplomatic and international issues and inbound/outbound missions.
Sound judgement, highly developed conflict resolution, and problem-solving skills with demonstrated success in situations requiring a high degree of tact and diplomacy and dealing with sensitive and confidential information about political and diplomatic matters with a high degree of discretion and professionalism.
Superior written, verbal, editing, presentation, analytical, briefing, conceptual thinking and interpersonal skills and a proven ability to develop effective relationships both internally and externally with stakeholders, to influence and build collaborative relationships across a broad spectrum, and to communicate at all organizational levels as well as with elected officials, foreign and other orders of government the public and the media.
Proven ability to be flexible and to thrive in a high-stress creative environment with frequent and competing deadlines, multiple tasks, and high-performance expectations.
Sound knowledge of services of the City and its agencies and corporations.
Strong attention to detail and ability to follow-through with a high level of thoroughness.
Fluency in one or more languages would be an asset.
Proficiency in Microsoft Office Applications (MS Word, MS Excel, MS Project); possess solid mathematical and strong spreadsheet skills and ability to work in collaborative software such as One Drive, Confluence, Jira, SharePoint, etc.
Familiarity with relevant government legislation in Occupational Health and Safety, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, and other relevant legislation and regulations.
Candidates must be able to work variable hours and weekends as required, and travel for work if required.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .