Deadline: May 14, 2021 5:00pm
The Secretariat of the Commission for Environmental Cooperation (CEC) headquartered in Montreal (Quebec, Canada), is seeking a qualified and dedicated individual to fill a staff position as Project Assistant, Ecosystems Unit.
This is a full-time, two-year position, based at the CEC Secretariat in Montreal, with the possibility of renewal (must be legally eligible to work in Canada – Canadian citizen or Permanent Resident Status). This position reports to the Head, Ecosystems Unit, while collaborating with project leads and other CEC staff.
The Project Assistant supports the Ecosystems Unit Team in achieving project objectives of the CEC’s Operational Plan. The successful candidate will carry out work in relation to project budgets, contracts, meetings, and conference calls, as well as administrative functions in support of travel arrangements, translation, and maintaining an electronic filing system and a contract database.
If you are interested in being part of a team that aims to contribute to sustainable development goals in North America and in working for an international organization that is committed to integrity, transparency, inclusiveness, collaboration, and excellence, you should apply for this position.
Supporting budget monitoring and contract-related services
- Track invoicing and payments for project related activities.
- Liaise with the Administration Unit on project-related expenses.
- Assist in resolving budgeting issues and the unit staff with quarterly reports.
- Help develop and disseminate requests for proposals
- Prepare contracts and terms of reference.
- Review information and ensure web posting of documentation.
- Track and review invoices.
Assisting with the organization of project-related and steering committee meetings
- Track meeting registrations and maintain contact database.
- Coordinate agendas, invitations, attendance, and registration at meetings.
- Prepare meeting budgets and facilitate logistics requests for financial assistance
- Compile and summarize the evaluation surveys.
- Assist in the compilation and distribution of meeting supporting documents and summaries.
- Arrange conference calls using different web tools and act a primary contact
- Assist in the compilation and distribution of summaries and transcripts.
Carrying-out administrative support on CEC project implementation:
- Assist in priority planning of project activities.
- Assist in the Quality Assurance process for publications.
- Support the editing, translation, publication, and archiving of reports and studies.
- Coordinate travel and process expense claims.
- Draft letters and memos, edit and proofread daily correspondence
- Maintain and update contact databases and stakeholder and membership lists.
- Contribute to reporting activities.
Attributes and qualifications
The successful applicant will have the following education, experience, language and competencies requirements:
- Post-secondary diploma (e.g., CEGEP) or equivalent in Administration or Office Technology
- Minimum of two years of experience in an administrative support or project support position.
- Basic knowledge of administrative procedures and office-related financial transactions.
- Knowledge of accounting and budgeting procedures/terminology and contracting processes.
- Excellent computer skills and knowledge of computer office tools and programs Microsoft Office suite and web-based collaboration software.
- Very good reading and speaking skills in English, French and Spanish. Very good writing skills in English and Spanish.
- Capacity to maintain good relations with consultants, government officials, public and the CEC Staff.
- Ability to work with limited supervision with clear instructions provided and under pressure.
- Good organizational, time-management and priority-setting skills.
- Adaptability and flexibility in a dynamic, multicultural environment.
- Interpersonal skills, discretion and judgement.
The work is carried out in accordance with the: Environmental Cooperation Agreement, Chapter 24 of the Canada-United States-Mexico Agreement, CEC Council Resolutions and recommendations and the CEC Headquarters Agreement with Canada and Quebec.
The salary range for this position is from a minimum of CAD 34,200 to a maximum of CAD 46,200, plus 25% benefits on the annual salary, based on a weekly schedule of 37.5 hours.
The CEC promotes employment equity and encourages diversity. Please submit your resume and cover letter via email to the address below by 14 May 2021. No phone calls or email message inquiries will be accepted.
Commission for Environmental Cooperation
700 de la Gauchetière St. West, Suite 1620
Montreal, Quebec, Canada, H3B 5M2