Canada: Program Assistant, Resilience Program

Jan 9, 2022 | International Institute for Sustainable Development
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The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 120 people, plus over 150 associates and consultants, come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in nearly 100 countries.

The members of IISD’s Resilience program are seeking an administrative professional to join our dynamic, creative and dispersed team. Working from IISD’s offices in Canada and Switzerland, our team is advancing sustainable, resilient development in a wide range of developing countries as well as in Canada.

The Program Assistant, Resilience, will provide a range of support to our team of policy researchers and project managers, including but not limited to event organization, (international) travel arrangements and expenditure reconciliation. He or she will be responsible for prioritizing and managing their own workload and schedule.  This includes resolving conflicts of priorities in consultation with other team members and identifying solutions when deadlines might not be met.

Responsibilities:

  • Completes travel bookings for employees and external partners, reconciles travel expense claims, and updates team on travel logistics.
  • Coordinates with employees holding corporate credit cards to complete timely (once a month) expense reconciliations with accurate coding.
  • Provides coordination of meetings both in Canada and mostly internationally, that may include: scheduling, venue sourcing, catering selection, preparing invitee lists and invitations, set-up, conference calls, preparation and disbursement of agenda and related meeting documents. 
  • Assists in the preparation of cash advances for contractors/partners and follow up for receipts upon completion of activities for reconciliations of funds.
  • Communicates with accounting department to follow up on payments processed and provides an update to contractors/partners when necessary.
  • Attends bi-weekly team meetings and records meeting minutes.
  • Assists supervisors with onboarding new staff.
  • Understands corporate information systems including fund development information systems (Salesforce), stakeholder tracking systems, and various internal tools.
  • Assists in the compilation and formatting of program documents, including proposals, staff resumes, profiles, biographies and the like.
  • Maintains an effective and reliable filing system outlined in the records management policy and as systems are developed by the team to meet evolving demands.
  • On a variably assigned basis, coordinated with other support team members, be responsible for the handling of deliveries and shipments to and from the office.
  • Supports proposal submission.
  • Supports dissemination of funding opportunities and tracks these into the appropriate tracking system as information becomes available.
  • Keeps up to date, applies existing policies and improves current IISD procedures in areas related to project delivery, expenditure management/control and records management.
  • Other duties as assigned.

Requirements:

  • 3 years of experience in project administrative and operational support role;
  • Degree in Administration or equivalent;
  • Strong organizational and planning skills, including an ability to manage multiple tasks ranging in demand while working under tight deadlines;
  • Advanced language skills in English, ability to work in French and/or Spanish an asset;
  • Computer literacy, including Microsoft Office applications;
  • Ability to work as part of an international, geographically-distributed team and independently with limited guidance;
  • Strong interpersonal and networking skills;
  • Knowledge of international development an asset; 
  • The position may require travel outside of Canada.

The contract is for a full-time term position in our Winnipeg office with a duration of two years, renewable subject to satisfactory performance and funding.

Location:  Winnipeg

Salary:  $37,000 - $43,500 CAD (based on qualification and experience)

Applications Deadline:     January 10, 2022, 1 PM CST or open until filled

Application Procedure:

Applications will only be accepted through Bamboo HR. Please include the following:

  • A CV (no longer than two pages)
  • A letter of motivation, one page
  • All submissions must be in English.

Candidates must hold appropriate work authorization for Canada.

Only those candidates we wish to interview will be contacted. Resumes will be kept on file for one year.

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+ to apply for this position. We offer reasonable accommodations in the recruitment process. Please identify in your cover letter if you need accommodations during the recruitment process.