Administrative Assistant

3 weeks ago

Winnipeg, Canada Mennonite Central Committee Full time

Canada, Manitoba, Winnipeg

Applications due: 08 May, 2024

**Job Synopsis**

The Administrative Assistant works as part of an administrative team and provides administrative support to International Program staff of MCC Canada-supervised programs. The position relies heavily on organizational, interpersonal and computer skills.

This position requires the incumbent to live out embrace the Christian Faith foundation of MCC; ensuring the Christian ethos and Principles and Practices of MCC permeates their work and relationships. The incumbent will live out their faith by serving others and advancing the mission of MCC as they relate to staff, constituents, donors, and others.

**Job Details**

Salaried Employee -Part Time at 0.6 FTE

**Qualifications**

**Essential**:

- High school diploma plus 3-5 years of related experience OR an equivalent mix of education and experience.
- Excellent written, oral, and interpersonal communication skills.
- General office, data entry, database, and multi-tasking skills.
- Proven organizational skills and attention to detail.
- Able to take initiative.
- Personable manner, in person and on the telephone. Good relational skills.
- Flexibility/willingness to be interrupted and to handle multiple tasks simultaneously.
- Ability to be pleasant in the face of a demanding schedule and constantly changing circumstances.

**Preferred**:

- A university degree
- International program experience with MCC
- Knowledge of MCC and the inter-Mennonite community

**Contact/Relationships**:
This position requires the person to communicate frequently with Area Directors, Representatives and other international program staff working in MCC’s Canada-supervised International Program. Excellent oral and written communication skills are required daily to share information with staff within the department. Ability to work collaboratively with a team will be important.
**Supervision**:
No supervisory duties.
**Complexity/Competencies**:
The ability to manage a variety of projects simultaneously under mínimal supervision is required. The job requires a great deal of multi-tasking and the ability to work under pressure. As the primary connection for country offices and service workers, the assistant will need to facilitate connections with other departments and field a variety of questions. Ability to handle confidential information appropriately is required.
**Independent Action**:
This position requires the incumbent to work independently and proactively at completing the assigned tasks, with mínimal supervision.
**Initiative and Ingenuity**:
See opportunities for creative problem solving while staying within the parameters of good practice. Ability to take initiative and responsibility and to follow through on tasks.
**Communication/Interpersonal **Skills**:
Awareness of multiple time zones as well as various cultures around the world to communicate effectively.
**Mental/Physical/Visual Demand**:
Must be able to focus on work in an open office setting, keep track of many details, and manage many interruptions. There is a constant need for remaining stationary for prolonged periods of time, performing repetitive hand motions, and operating a motor vehicle.
**End **Result**:
This position serves the needs of the International Program Department as the primary contact for Area Directors and Representatives in the administration of Canada-supervised International Program.

**Key Responsibilties**

**Major Responsibilities**:
100% Administrative and program support
- Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
- Model non-violent peacemaking through daily interactions with staff and the public.
- Participate in a local church and gatherings, being willing to use their gifts within the local faith community.
- Participate in regular staff meetings, spending time in devotions and prayer with all in attendance.

**Duties**
- Serve as primary contact point in Winnipeg for Area Directors and Representatives, as well as Service Workers in assignment.
- Send new Rep announcements and Rep/AD transition announcements to the system.
- Provide logistics for shipping packages and suitcases to send overseas.
- Receive, edit, and ensure up-to-date country guides are on file for country programs.
- Track country documentation like national staff handbook and security procedures.
- Maintain current address/contact files for field staff and offices.
- Provide administrative support with annual budgeting and reporting as needed by Country/Area Desks, especially at peak planning times (between November and January).
- Reconcile credit card statements and ensure coding is correct for MCC Canada-supervised IP staff.
- Prepare and process MCC Canada consultancy agreements for Canadian citizens or international citizens going to Canada supervised areas.
- Point person to manage general inquiries about MCC Canada supervised countries (i

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