Administrative Assistant, Governance and Economic Reform Division, Canada

• Proofread project documents, reports, presentations, and proposals for ease of reading, spelling, grammar, and formatting;
• Assist in the preparation of schedules and planning documents;
• Assist the Project Managers in ensuring all reports are prepared and submitted to the Client according to the contract and in a timely manner;
• Format, design and prepare documents for printing, copying, and uploading online (including accessibility checks), upon final approval of the Director/Manager;
• Schedule and assist with report or proposal production and binding when necessary.

Coordination, Logistics and Finance

• Support all project administrative activities and ensure they are coordinated and scheduled effectively;
• Assist with correspondence for project staff, partners, and suppliers;
• Coordinate travel arrangements including booking flights and hotels as well as obtaining visas as required for personnel and consultants along with all related logistical support;
• Ensure all our personnel and consultants are registered in Cowater’s travel security system ahead of their departure;
• Coordinate and provide logistical support for event preparation, conference attendance, study Tours, and counterpart visits;
• Working with the Project Financial Officer, assist Project Directors/Managers with procurement by gathering the required competitive quotes and ensuring all paperwork is completed;
• Assist the Project Financial Officer in liaising with consultants (when applicable) on submission of timesheets, expense claims, invoices, deliverables, etc., and respond to inquiries as required;

Human Resource Management

• Provide human resource management support including for the recruitment of consultants and personnel as well as administrative support to long-term field personnel;
• Work closely with Directors/Managers to draft and/or revise all contracts and contract amendments, ensuring they are in line with the program’s objectives;
• Maintain up-to-date lists of contact numbers and coordinates for personnel;
• Maintain an up-to-date staff list, including keeping record of new employees and employees’ termination, and all other related information;
• Follow-up on contract anniversary dates, performance appraisals, salary increases, etc.
• Ensure consultants have the required insurance coverage while working on projects and ensure proof of insurance is on file;
• Organize and arrange orientation for new project team members, especially Team Leaders, in consultation with the Project Director/Manager.

Filing and Maintenance of Archives

• Maintain up-to-date project and proposal files;
• Support data entry and the generation of reports for monitoring and reporting to the client;
• Maintain files and archives, both hard copy and electronic, as requested and per corporate standards;
• Liaise with PDs and PMs to obtain and file appropriately all contract-related documents;
• Ensure that corporate archival material is forwarded for retainment as required.

Additional Duties

• Assist team members with SharePoint, Office 365 and computer software procedures;
• Reception Telephone – check for messages – set up voicemails for new employees;
• Manage Couriers/Mail;
• Order Office supplies (including paper, coffee, toners).

JOB REQUIREMENTS
Education:

• A bachelor’s degree or college diploma in business administration or demonstrated equivalent experience.

Minimum Experience:

• 3-5 years working in an administrative, logistics and human resource support role or similar responsibilities.

Essential Skills:

• Advanced Microsoft Word (formatting – section breaks, table of contents, inserting PDF’s, etc.), Excel and PowerPoint skills;
• Quality assurance (accurate, precise, thorough, complete, attention to detail);
• Volume of work (quantity, speed);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Multi-tasking (prioritizing and juggling various tasks effectively).
• Ability to sustain a pro-active approach to problem-solving (managing and structuring a range of responsibilities without close supervision);
• Presentation of documents and ensuring reports are of high quality;
• Helpful / positive attitude / diplomatic;
• Exceptional organizational skills (working to deadlines and under pressure, prioritising workload, multi-tasking, tidy and efficient workspace and electronic files);
• Good attendance / punctuality.

Language Proficiency:

• High proficiency in both English and French is essential (written, comprehension and verbal communication).

Employment Conditions: This position is full-time and permanent, based in Ottawa.
 
Due to Covid-19 we are currently working from the office on 2 pre-scheduled days each week and remotely for the other 3 days.  This schedule will be re-visited in January and it is anticipated that some remote work will be allowed moving forward.  We do allow fully vaccinated employees to work full time from the office if they desire.
 
APPLICATION PROCESS
Candidates are encouraged to apply by 28 January 2022/as soon as possible on our Careers Page.
 
For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.
 
We thank all applicants, however only those shortlisted will be contacted.