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Job Number:  46098
Project Coordinator, Building Inclusive Green Municipalities
Job Posted: Monday, 9 July 2018
Closing Date: Saturday, 21 July 2018
(64 days ago)
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: $51,400 - $64,600

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.



Department:                FCM Programs

Classification:             Level 3

Language:                  Bilingualism is considered an asset



Since 1987, FCM has been working in partnership with the Government of Canada through GAC (Global Affairs Canada) to share Canadian municipal expertise with developing countries in order to strengthen local governance, service delivery, and international municipal relations. FCM’s international department, FCM International, is responsible for managing the organization’s externally-funded international programs and coordinating its international relations.


The goal of the Building Inclusive Green Municipalities (BIGM) project is to strengthen the capacity of the South African municipal sector to effectively contribute to South Africa’s priorities for advancing democracy and economic growth. More specifically, the project: 1) supports six small to medium size South African municipalities to improve their capacity to develop and implement plans for green infrastructure, and economic development; and 2) supports South African Local Government Association (SALGA) to enhance its capacity to provide institutional support to its members. By the end of the project, these municipalities will be able to deliver more effective, inclusive and innovative municipal services to their citizens. SALGA, in turn, will be better equipped to capture and disseminate innovative municipal practices nationally amongst their South African municipal membership.


Major Purpose:

As Project Coordinator, you will provide general operational and administrative support for BIGM, in collaboration with the Project Assistant, and facilitate organizational effectiveness and efficiency among the project team. This includes contributing to the adaptation of FCM administrative tools for BIGM and planning, implementing and executing a range of administrative and coordination services related to BIGM operations, procedures and resources. You will also be responsible for the coordination of BIGM administrative and financial coordination with SALGA and contribute to and participate in the training of administrative staff.


Key Responsibilities:

  • Provides senior administrative support for the management of BIGM’s planning, monitoring, and reporting processes and activities, including coordinating team meetings, tracking tasks, compiling and formatting documents, taking minutes for cross-functional team meetings, identifying action items, documenting decisions, and following up on action items.
  • Coordinates logistics with the Project Assistant (PA) for all activities related to BIGM in Canada, including mobilizing additional administrative support as necessary.
  • In collaboration with the Program Services Unit, contributes to the process for adapting and implementing all FCM operational and administrative policies, procedures and tools within BIGM, including: contacts database, filing system, contract and agreement templates, etc.
  • Participates in the design and delivery of training and orientation for BIGM staff on all operational and administrative policies, procedures and tools, and provides ongoing support to ensure both FCM and BIGM policies and procedures are being followed.
  • Plans and coordinates the administrative and logistical details for meetings, workshops, webinars, and other selected project activities including: liaising with participants, external resources, FCM staff; preparing, tracking and distributing documentation (agendas, mission plans etc.); event set-up; maintaining records; invoice review and coding and follow-up activities.
  • Under the supervision of the Project Manager, and in collaboration with the SALGA Coordinator, coordinates mission plans for municipal partners.
  • Follows-up with Canadian municipal partners during and post-mission, in particular to secure the submission of post-mission reports.
  • Coordinates production of internal and external documents (reports, capacity building and funding manuals and forms, e-mails and letters for internal and external correspondence and mail-outs, etc.) including liaising with external service providers, communicating timelines, preparing drafts, formatting and proofreading.
  • Coordinates, processes (codes, validates, and verifies) and tracks purchase orders, travel requests, invoices, expense claims and credit card reconciliations for the general management of the project. Reviews monthly financial reports in consultation with the Financial Analyst and follows up on any discrepancies.
  • Participates in the preparation of documents and development of templates used to collect necessary information for the BIGM project.
  • Participates in the collection of required information to document the progress of the BIGM project.
  • Manages the BIGM reports and other shared documents on the Shared drive, including cleaning up all folders and creating and maintaining logical filing structures for all BGM files.
  • Supports the preparation and coordination of Management and Steering Committee meetings.
  • Undertakes various projects assigned by the Project Manager, as required.

BIGM team coordination:

  • Provides operational coordination for BIGM’s municipal partners and SALGA; organization of team meetings and retreats, including scheduling and logistical oversight, participation of non-BIGM staff, and meeting notes/follows-up on tasks.

Knowledge, Experience and Skills:

  • Post-secondary education in business administration, project management or related discipline, or equivalent education and work experience.
  • 5 years’ work experience in the provision of administrative and operational support, with a strong focus on organizational coordination and customer service.
  • Strong knowledge of business support processes and tools, administrative management practices and procedures, computer business applications (Microsoft Office Suite), database management systems, and online collaboration platforms.
  • Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level and excellent client service skills.
  • Strong organization and communications skills, and a professional attitude in order to coordinate a variety of variables, action plans, administrative policies, partners, stakeholders, and senior level contacts.
  • Demonstrated ability to manage competing priorities, multi-task, and anticipate needs in a fast-paced environment within tight deadlines/turnaround times.
  • Strong attention to detail and accuracy.
  • Excellent problem analysis, assessment, and resolution/decision-making skills.

Language Requirements:

  • The ability to work in both official languages (English and French) is an asset.


The benefits of joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market; FCM’s commitment to employee development and a competitive range of employee benefits and services.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca.

Visit the careers section of our website to apply. Deadline for applications is July 21, 2018.

We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept in file for six month following the hiring.
Contact Details:
Human Resources
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3
www:   ww.fcm.ca

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