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Project Assistant

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 Assistant

Department:                 FCM Programs

Classification:              Level 2

Salary Band:                $43,400 - $54,600

Languages:                  Bilingualism (English and French) is a required; Spanish is an asset

Term:                           18-month contract (Maternity Leave)

 

Major Purpose:

Responsible for providing administrative, logistical and organizational support for the assigned project in a specific region or thematic area.  Acts as the central point of contact for enquiries for information and services related to national or international programs. 

 

Key Responsibilities:

  • Acts as the central point of contact for administrative and logistics questions related to the assigned project, including responding to enquiries or transferring them to appropriate parties. In coordination with the Project Manager, liaises with the program staff, FCM corporate services (Programs Services Unit, Finance, Information Technology, Human Resources), mission participants and partners, and follows-up on missing information, documentation or other requests.
  • Coordinates all travel arrangements related to the assigned project (accommodation, transportation, insurance, advances, etc.) for staff, consultants and volunteers; advises partners, volunteers and consultants on FCM and Treasury Board travel policy and procedures; and if pertinent, liaises with overseas project office(s) to ensure coordination of international travel arrangements.
  • Reviews, processes (codes, validates, verifies) and submits invoices, expense claims and cheque requisitions to the Finance department. May be required to track expenditures against budget, collect information and provide input for annual budget planning.
  • Organizes logistics for project activities such as meetings, workshops, study tours, job shadowing programs, Canadian and/or International missions, information sessions and special activities, in coordination with project staff, partners and host municipalities.
  • Provides administrative support for the project, including: drafting, editing and/or proofreading a variety of documents; and maintaining electronic copy of project documentation (i.e. travelers’ profile, mission checklists, contact information, copies of passports, insurance forms, biographies, etc.) for effective and efficient retrieval of information.
  • Supports the capacity development of partners and field staff, if applicable, in matters related to administration, logistics, policy interpretation and implementation of administrative systems and tools, in order to ensure alignment with FCM practices.
  • May also provide support for project management functions (e.g. preparation and monitoring of annual plans and budgets, recruitment and selection of volunteers, etc.).
  • Participates in administrative and operations issues coordination group and provides back-up support for other Project Assistants, as needed.
  • Liaises with both FCM staff and external service providers on matters related to coordinating and following up on translation and production of documents, coordinating and confirming travel arrangements, and scheduling and logistics coordination for meetings and events.
  • May be called upon to participate in cross-functional team work for FCM Programs Department and/or for FCM organization initiatives
  • Participates on FCM committees to provide feedback and regular updates on administrative issues and may be required to attend internal meetings on behalf of the Project Manager, which involves providing updates on project activities.

Knowledge and Experience:

  • Post- secondary education in an administrative, office support or other relevant discipline.
  • A minimum of 3 years’ experience in an administrative role or equivalent related education/experience.
  • Strong knowledge of administrative practices and processes (e.g. electronic file management, templates and business documents formats).
  • Strong knowledge of business support processes and tools, computer business applications (Microsoft Office suite).
  • Good organizational, interpersonal and communication skills, and a professional attitude in order to coordinate work with various stakeholders and senior level contacts.
  • Demonstrated ability to multi-task and prioritize in a fast-paced environment with tight deadlines/turnaround times.
  • Strong attention to detail and accuracy.
  • Ability to maintain confidentiality, discretion and tact when dealing with sensitive information.
  • Strong customer service skills.
  • Experience working in international programs or overseas is an asset.
  • Ability to work with individuals from diverse cultural backgrounds.
  • Understanding of financial management principles.
  • Understanding of donor-funded guidelines and contractual obligations.

Language requirements:

  • Fluently bilingual in both official languages with strong verbal and written communication skills is required
  • Knowledge of Spanish is considered a strong asset

 

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 www.fcm.ca.

 

Visit the careers section of our website to apply. Deadline for applications is May 6, 2018.

 

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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