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Assistant, Capacity Development
3 months ago
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**
**Department**
**Growth & Development - Green Municipal Fund (GMF)**
**Classification**
**Level 2**
**Salary**
**Our salaries generally range from $51,000 - $58,000, and are based on qualifications and experience**
**Languages**
**Bilingual English required, French is an asset**
**Term**
**Permanent Full-Time (Contract 12month)**
**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 Units, specifically to our climate mitigation program teams. Key responsibilities include providing comprehensive and efficient administrative support, coordinating services to support internal operations, and helping with communications.
The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive, and anti-racist organization. As a member of the team, the assistant works in a manner that embraces these values, the corporate culture and the passion for FCM’s mandate.
**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.
- 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, coordinating translation, 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, taking minutes, maintaining rolling agenda, etc.)
- Assists with coordinating travel, meeting, and conference logistics for Unit 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.
- 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.
- May be called upon to undertake projects or other administrative duties as needed.
**Your skills make us better**:
**You bring**:
- Post-secondary education in administration, project management or a related discipline.
- Minimum of three years of experience providing administrative support in a fast-paced work environment. 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 remote required.
- Very strong organizational and interpersonal skills.
- Demonstrated ability to handle multiple tasks and priorities in a fast-paced environment with 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 an asset.
**Why working here rocks**
**We prioritize work-life balance with our flexible model**:
- When we
