Location : CAN - ON - National Office
Empl./Engagement Duration : 12 months
Mission Status : Not Applicable
Closing Date : May 10, 2018
* Job postings close at midnight, Eastern Time Zone (EST)
Do you want to make a difference ? Join the world’s largest humanitarian network. The Canadian Red Cross Society, a not for profit, humanitarian organization dedicated to helping the most vulnerable in Canada and throughout the world, is currently seeking an Program Assistant.
The Program Assistant provides valuable administrative, operations, and logistical support to the Global Programs department in CRC’s National Office (NO). This will include general day-to-day administration, financial support, travel arrangements and the planning of meetings and events framed by IO Strategy 2020 (S2020) to deliver in the Last Mile. The PA also liaises with Heads of Region, Program Managers and Program Officers to proof read and format reports, management responses, and other documents. This includes the Global Program Department’s Quarterly Brief reports. The PA monitors and updates key dates, schedules and deadlines from International Operations and creates reliable systems to ensure critical dates and deadlines are observed within the Global Programs Team.
Administrative Support to the Global Programs department
Provides assistance with team travel including visa processing and submission.
Maintains an effective filing system, preparation and screening, editing, and revision of correspondence.
Monitors approval procedures including tracking documents for approvals, obtaining signatures on decision papers and terms of reference and keeps management updated.
Assists, and coordinates with People Services department the briefing and debriefing schedules of delegates, in conjunction with relevant Program Managers and International Operations staff.
Provides logistics support for project conferences/meetings and maintains team calendars.
Prepares and compiles materials for meetings ; attends meetings, takes minutes, and prepares action sheets to track items delegated.
Project Financial Administration
Prepares and processes all wire transfer documents (expense claims, invoices, contribution agreements, consultancy agreements).
Works closely with the finance department to prepare payment of invoices with appropriate documentation to ensure senior management approvals ; monitors status and movement of invoices and relevant documentation.
Supports timely processing and payment of delegate and program related expenses.
Prepares cash request memos.
Support to Program/Project Development and Management
In conjunction with the Global Program Team PMs proofreads and formats narrative material including : project proposals, reports, briefing packages, terms of reference for project personnel and consultants, and Memoranda of Understanding (MoUs) with project partners.
Supports project coordination, ensuring deadlines and processes identified in coordination meetings and or in separate communications by the Heads of Region are followed, sends gentle reminders to the team and ensures that the processes in the IO manual are adhered to.
Supports an effective team
Develops and maintains membership in the functional department, Global Programs, and designated project teams.
Collaborates to fulfill the agreed objectives, needs and expectations. Fosters team work through a professional exchange of experiences and expertise that can be transferred to other areas of work. Ensures sharing and dissemination of services related materials to all concerned actors.
Participates in team meetings.
Provides back-up to colleagues as required.
Mentors colleagues on sourcing processes and systems for back up purposes.
Follows all CRC’s policies and procedures required to maintain a healthy and safe working environment.
Integrates volunteer resources within the scope of responsibilities, as required.
Participates in disaster planning, preparation and response, as required.
Contributes to a healthy and safe working environment.
Performs other duties, as required.
Education and experience
- Bachelor degree in administration or an equivalent combination of education and experience in administration or relevant field.
- Minimum 2-3 years administration related work experience.
- Strong written and oral skills in English and French are essential.
- Advanced MS Office user.
- Experience working with MS SharePoint/ NGO Online is preferred.
- Experience working with MS Dynamics is an asset.
Skills and Attributes
- Strong organizational skills, with proven strengths in administration and financial management.
- Ability to work in a fast-paced environment with minimal supervision.
- Self-starter and able to work in an environment with ambiguity and tight timelines.
- Proven analytical and problem-solving skills.
- Resilience and adaptability to changing circumstances and an evolving environment.
- Commitment to the Principles of the Red Cross Movement.
Duties are principally conducted at the National Office of the Canadian Red Cross in Ottawa ; the majority of the work is performed in a clean and comfortable environment.
Please note that there is no relocation package for this position.
The Canadian Red Cross is committed to diversity and inclusion in our workplace. All qualified applicants will receive consideration for employment without regard to sex, gender identity, gender expression, sexual orientation, race, color, religion, national origin, disability, age, or any other characteristic protected by law. We welcome applications from all applicants particularly Aboriginal persons, persons with disabilities, ethnic minorities, visible minorities, and others who may contribute to diversification and share our values.
Please notify us as soon as possible of any particular adaptive measures you might require at any stage of the recruitment process.
Pour déposer votre candidature veuillez cliquer ICI