Assistant, Capacity Development, Adaptation Programs

2 weeks ago

Ottawa, Canada Federation of Canadian Municipalities Full time

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**

**Assistant, Capacity Development, Adaptation Programs**

**Department**

**FCM Programs - GMF- Local Leadership for Climate Adaptation**

**Classification**

**Level 2**

**Salary**

**Our salaries generally range from $51,000 - $58,000, and are based on qualifications and experience**

**Languages**

**Bilingualism (English & French) is an asset**

**Term**

**Permanent Full-Time**

**Location**

**Hybrid (Ottawa)**

**Why GMF is the place for you**

At GMF, we empower our people to create change where it has the most impact - municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

**You in this role**:

- The Assistant provides direct administrative and operational assistance to the Capacity Development team, specifically to our Adaptation program teams (Local Leadership for Climate Adaptation - LLCA). Key responsibilities include providing comprehensive and efficient administrative support, coordinating services to support internal operations, and leading procurement processes.**What you’ll be doing**:

- Coordinates the contract procurement process including tracking, reviewing and signing.
- Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
- Assists with set-up and tracking of onboarding for new staff.
- Provides back-up support to the GMF Administrative Assistants, as required.
- Supports management with budget entries and tracking of expense claims and other budget items.
- Works closely with the LLCA Managers of the Capacity Development team and managers of the adaptation programs to maintain calendars and daily schedules, assessing priorities, coordinating, and scheduling meetings, preparing documents & other relevant information, and prioritizing agenda items in line with their priorities.
- Provides administrative support in the daily operations and activities of the unit, which includes assisting with booking meetings as needed and assisting with document preparation for the meetings, file management, note taking, tracking weekly team updates, coordinating logistics, etc.
- Prepares, reviews and/or provides feedback for outgoing correspondence and documents, as requested.
- Provides support for weekly team meetings, quarterly and annual team planning retreats (scheduling, booking rooms/venues, booking catering, equipment set up, taking minutes, maintaining rolling agenda, etc.)
- Assists with coordinating travel, meeting, and conference logistics for staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
- Establishes and maintains paper and electronic filing systems for effective record keeping and efficient retrieval of information. Ensures proper disposal of documents that are no longer required in accordance with the FCM records retention policy.
- May be called upon to undertake projects or other administrative duties as needed.

**Your skills make us better**:
You bring:
**Education**:

- Post-secondary education in administration, project management or a related discipline.

**Experience**:

- Minimum of three years of experience providing administrative support in a fast-paced work environment.

**Knowledge & Competencies**:

- Knowledge of business support processes, tools and administrative management practices and procedures.
- Proficient in the use of software including Microsoft Office suite required.
- Knowledge of OneNote, Adobe PDF, Asana, Sharepoint, Zoom and Teams is considered an asset.
- Experience working in a hybrid setting is required.
- Very strong organizational skills.
- Demonstrated ability to handle multiple tasks and priorities in a fast-paced environment and tight deadlines.
- Strong attention to detail and accuracy.
- Ability to work independently with limited oversight and guidance.
- The ability to work in both official languages is considered a strong asset

**Why working here rocks**

**We prioritize work-life bala

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