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Project Coordinator, (PMI-LED)

The Federation of Canadian Municipalities


The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.


Position:   Project Coordinator, (PMI-LED)

Department:   FCM Programs
Classification:   Level 3
Salary:   $50,700 - $63,800
Location:   Ottawa, Ontario
Language:   Bilingual (English and French) required.  Knowledge of Spanish is considered highly desirable


Since 1987, FCM has been working in partnership with the Government of Canada through GAC (Global Affairs Canada) to share Canadian municipal expertise with developing countries in order to strengthen local governance, service delivery, and international municipal relations. FCM’s international department, FCM International, is responsible for managing the organization’s externally-funded international programs and coordinating its international relations.

The five-year (2015-20) Partners for Municipal Innovation in Local Economic Development (PMI-LED) program focuses  on supporting sustainable and equitable economic development in selected developing countries in Africa, Asia and the Americas. Its specific purpose is to support local governments and local government associations (LGAs) in Vietnam, Cambodia, Mali, Burkina Faso, Côte d’Ivoire, Nicaragua and Bolivia to render effective services that advance sustainable and equitable local economic development. PMI-LED also supports the engagement of program partners in a variety of areas such as local economic development leadership, inclusive economic development, and trade and regional  economic development. PMI-LED partners will also contribute to regional knowledge sharing processes, global policy development and program coordination. The crosscutting themes of the program are environmental sustainability and equality between women and men.

Major Purpose:

As Project Coordinator, you will provide general operational and administrative support for PMI-LED, in collaboration  with the Project Assistant, and facilitate organizational effectiveness and efficiency among the project team. This includes contributing to adapt FCM administrative tools for PMI-LED and planning, implementing and executing a range of administrative and coordination services related to PMI-LED operations, procedures and resources. You will also be responsible for the coordination of PMI administrative and financial support to the regional program offices and contribute to and participate in the training of local administrative staff.

Key Responsibilities:

  • Provide senior administrative support for the management of PMI-LED’s planning, monitoring and reporting processes and activities, including coordinating team meetings, tracking tasks, compiling and formatting documents, taking minutes for cross-functional team meetings, documenting decisions and following up on action items.
  • Coordinate the logistics for all activities related to PMI in Canada, including delegating tasks to the Program Assistant and mobilizing additional administrative support as necessary.
  • In collaboration with the Program Services Unit, contribute to the adaptation and process to implement all FCM operational and administrative policies, procedures and tools within PMI-LED, including: contacts database, filing system, contract and agreement templates, etc.
  • Participate in the design and delivery of training and orientation for PMI-LED staff on all operational and administrative policies, procedures and tools, and provide ongoing support to ensure FCM and PMI-LED policies and procedures are being followed.
  • Plan and coordinate the administrative and logistical details for meetings and other selected program activities including: liaising with participants, external resources, FCM staff; coordinating logistics (audio visual, interpretation, catering, accommodations and travel for committee members, etc.); preparing, tracking and distributing documentation; event set-up; maintaining records; invoice review and coding and, follow-up activities
  • Coordinate production of external documents (reports, capacity building and funding manuals and forms, e-mails and letters for internal and external correspondence and mail-outs, etc.) including liaising with external service providers, communicating timelines, translation services, preparing draft, formatting, and proofreading.
  • Coordinate, process (code, validate, verify) and track purchase orders, travel requests, invoices, expense claims and credit card reconciliations for the general management of the project. Review monthly financial reports and follow-up on any discrepancies.
  • Manage the PMI reports and other shared documents on the Shared drive, including cleaning up all folders and creating logical filing structures for all PMI files
  • Facilitate the work of the PMI-LED Project Assistant and delegate tasks as required.
  • Undertake various projects assigned by the Project Director, as required.

Regional office set-up:

    • Co-ordination of all FCM departments (IS, HR, Finance, etc.) involved in the setting up of regional offices in Africa, Asia and Latin America.
    • Participation in the design and delivery of training and orientation for PMI administrative  and financial staff in Regional Offices on all operational and administrative policies, procedures and tools, and provides ongoing support to ensure FCM and PMI policies and procedures are being applied consistently

PMI team coordination:

    • Provides operational coordination for PMI’s member team (Ottawa and 3 regions); organization of team meetings and retreats, including scheduling and logistical oversight, participation of non-PMI staff, and meeting notes/follow-up on tasks.

PMI budget monitoring:

    • Prepares monthly variance analysis on Management lines within the program budget.

Knowledge, Experience and Skills:

  • Post-secondary education in business administration, project management or related discipline, or equivalent education and work experience.
  • 5 years’ work experience in the provision of administrative and operational support, with a strong focus on organizational coordination and customer service.
  • Strong knowledge of business support processes and tools, administrative management practices and procedures, computer business applications (Microsoft Office Suite), database management systems.
  • Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level and excellent client service skills.
  • Strong organization and communications skills, and a professional attitude in order to coordinate a variety of variables, action plans, administrative policies, stakeholders and senior level contacts.
  • Demonstrated ability to prioritize, multi-task and anticipate needs in a fast paced environment with some tight deadlines/turnaround times.
  • Strong attention to detail and accuracy.
  • Excellent problem analysis, assessment and resolution/decision making skills.

Language Requirements:

  • The ability to work in both official languages (English and French) is required. Knowledge of Spanish is considered highly desirable.

The benefits of joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market; FCM’s commitment to employee development and a competitive range of employee benefits and services.

For additional information on this posting, or for further information on FCM, access our website at

Visit the careers section of our website to apply. Deadline for applications is August 22, 2017.

We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept in file for six month following the hiring.


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