Project Assistant, Funding Services

2 weeks ago

Ottawa, Canada Federation of Canadian Municipalities Full time

Salary band

$45,200 - $56,800

Department

FCM Programs

Language

Bilingualism (English and French) is essential

Duration

Contract until September 2024

The Federation of Canadian Municipalities (FCM) has been the national voice of municipal government since 1901. FCM is dedicated to improving the quality of life in all communities by promoting strong, effective, and accountable municipal government. FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. We have a commitment and passion for strengthening Canada by achieving results for our communities, our cities, and our workplace, and by sharing our knowledge and experience on the world stage, so that others may improve the quality of life in their communities.

The cornerstone FCM Program is the Green Municipal Fund (GMF), a $1 billion permanent endowment from the Government of Canada. GMF helps local governments switch to sustainable practices faster. Our unique mix of funding, resources and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. As a leading catalyst for innovation, GMF offers funding (loans and grants) and knowledge for sustainable municipal initiatives designed to support communities to improve air, water, soil quality, and to protect the climate. Through GMF, municipalities have 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 can find out more about how we’re helping municipalities in this short video or by taking a read of GMF’s Annual Report.

**Major Purpose**:
**Key Responsibilities**:

- Drafts contracts in accordance with pre-established templates and content information supplied by Project Officers and Manager.
- Receives and processes the applicants’ disbursement requests, identifies any problems with invoices or missing information, provides information to Project Officers.
- Types, formats, proofreads and sends correspondence to applicants with pre-established templates.
- Acts as key liaison between Project Officers and other FCM staff related to status of GMF funding initiatives (including Finance, Legal, and Outreach), coordinates input, tracks documents and deadlines and provides follow-up as needed.
- Manages all electronic filing and updates database.
- Contributes to process improvements in funding workflow and to funding documents and tools.
- Responsible for developing and revising the procedures manual and correspondence templates.
- Provides administrative support to the Funding team, which includes coordinating meetings, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
- Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
- Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
- Participates as required in cross-functional team project work and meetings for FCM Programs department or in FCM-wide initiatives.
- Provides back-up support to other Project Assistants, Funding Services, as required

**Knowledge and Experience**:

- Post-secondary education specialized in the area of office administration, business administration, environmental studies or a related discipline.
- A minimum of three years’ work experience in a related administrative field.
- Familiarity with a Customer Relationship Management (CRM) system or Grants Management systems is considered an asset.
- Capacity to take initiative, keep track of documents and timelines and follow-up.
- Proven ability to develop and maintain positive working relationships with external and internal stakeholders.
- Excellent organization skills related to coordinating a large volume of files and variables.
- Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with tight deadlines.
- Strong attention to detail and accuracy.
- Strong verbal and written communication skills.

**Language Requirements**:

- Ability to speak, read and write in English and French is essential.

The benefits to 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. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and men

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