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Project (Admin) Assistant - Ghana Field Office

7 months ago

Ottawa, Canada Federation of Canadian Municipalities Full time

**Position**

**Project (Admin) Assistant**

**Department**

**FCM Programs - Partners for Municipal Innovation - Women in Local Leadership **(PMI-WILL)**

**Classification**

**Level 2**

**Salary**

**Our salaries generally range from $66,000 - $74,000 and are based on qualifications and experience**

**Languages**

**Bilingualism (English and French) is required**

**Term**

**Contract**

**Location**

**Hybrid (Accra, Ghana)**

**Background**

The Federation of Canadian Municipalities (FCM) has signed a contribution agreement with Global Affairs Canada (GAC) for a six-year project (2021-2027) entitled Partnerships for Municipal Innovation - Women in Local Leadership (PMI-WILL). PMI-WILL aims to enhance the enjoyment of rights for women and girls, in particular those from marginalized groups, in Benin, Cambodia, Ghana, Sri Lanka and Zambia. The project will use a two-pronged approach to achieve this goal:

- increasing the participation and enhancing the role of women as leaders and decision-makers in local governance.
- increasing the effectiveness of local governments in delivering inclusive, gender-responsive municipal services.

FCM will implement the project in collaboration with national Local Government Associations (LGAs) in each country, selected local governments/municipalities and other selected partners, including relevant Ministries, CSOs and women’s rights organizations. FCM will mobilize Canadian municipal practitioners and elected officials from FCM’s membership to provide peer-to-peer technical assistance.

The project field office is based in Ghana and covers all 5 countries, supported by FCM head office in Ottawa, Canada.

**Major Purpose**

Reporting to the Finance and Operations Manager but working closely with the Project Specialists for Gender Equality and Social Inclusion and for Local Governance and Ghana team, the Project Assistant is responsible to provide administrative, logístical and organizational support for the PMI-WILL project.

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. The Officer, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

**Key Responsibilities**
- Organizes logistics for project activities such as meetings, workshops, study tours, local or international missions, information sessions and special activities, in coordination with project staff, partners and host municipalities.
- In collaboration with the Project Admin-Ottawa, coordinates project and partner team meetings, including hiring interpreters, ensuring smooth operation of virtual meeting platforms, recording meetings, sharing agendas and taking meeting minutes.
- Reviews, processes (codes, validates, verifies) and submits invoices, expense claims and cheque requisitions to the Finance department. May be required to track expenditures against budget, collect information and provide input for annual budget planning.
- Coordinates travel arrangements related to the Ghana field office (accommodation, transportation, insurance, advances, etc.) for staff, consultants and municipal partners; advises partners and consultants on FCM and Treasury Board travel policy and procedures; and if pertinent, liaises and coordinates with Ottawa office and partner Local Government Associations (LGAs) to ensure coordination of international travel arrangements.
- Provides administrative support for the project including: drafting, editing and/or proofreading a variety of documents (e.g. agreements, reports); and maintaining electronic copy of project documentation (i.e. travelers’ profile, mission checklists, contact information, copies of passports, insurance forms, biographies, etc.) for effective and efficient retrieval of information.
- Liaises with both PMI-WILL staff and external service providers on matters related to coordinating and following up on translation and production of documents, coordinating and confirming travel arrangements, and scheduling and logistics coordination for meetings and events.
- Supports project management functions (e.g. preparation, monitoring and review of annual plans and budgets, recruitment and selection of municipal practitioners, etc.).
- Provides updates to the team during regular project team meetings.
- Participates in administrative and operations team meetings; may be called upon to provide back-up support for other Project Assistants, as needed.
- Supports the capacity development of partners and staff, if applicable, in matters related to administration, logistics, policy interpretation and implementation of administrative sys