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Job Number:  46739
Assistant, Program Governance & Performance
Job Posted: Tuesday, 31 July 2018
Closing Date: Tuesday, 14 August 2018
(71 days ago)
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: $43,400 - $54,600


The Government of Canada endowed the Federation of Canadian Municipalities (FCM) with $500 million to establish the Green Municipal Fund. An additional $125 million top-up to this endowment was also announced in Budget 2016 and was added to the Fund in 2017-18. As a leading catalyst for innovation at the local level, GMF offers funding (loans and grants) and knowledge to local governments and their partners for sustainable municipal infrastructure projects designed to support communities to improve air, water and soil quality and to protect the climate. GMF has been a test bed for some of the most innovative, cutting edge infrastructure projects in North America, including structured financing involving a combination of traditional and non-traditional lending techniques. Through GMF, municipalities have 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.


GMF also strengthens the capacity of Canadian municipalities to plan and invest in innovative, sustainable infrastructure, thereby saving millions of dollars for taxpayers and creating jobs, which contribute to local economies. GMF shares the lessons and expertise gained from funded initiatives through skills-enhancement, training and knowledge-sharing activities including case studies, manuals and reports, webinars, the FCM Sustainable Communities Awards and the FCM Sustainable Communities Conference. These activities help other communities replicate the successes of GMF-funded projects, multiplying the benefits of those projects across the country.

Major Purpose:

Reporting to the Senior Manager, Governance and Performance, the Assistant, Governance and Performance provides direct administrative and operational assistance to the Governance and Performance (GP) Unit and provides administrative support to the other units in GMF, primarily Knowledge Services (KS), as needed. Key responsibilities include providing comprehensive and efficient administrative support, coordinating services to support internal operations, and helping with communications, events and materials production to support GP and KS staff.

Key Responsibilities:

  • Provides administrative assistance to the Units, which includes monitoring and maintaining calendars and daily schedules, assessing priorities, coordinating and scheduling meetings, preparing documents and other relevant information in line with those priorities, etc.
  • Provides administrative support in the daily operations and activities of the Units, which includes file management, note taking, booking meetings, coordinating translation, tracking weekly team updates, coordinating logistics, etc.
  • Monitors and manages incoming correspondences (such as mail and email) as needed.
  • Prepares, reviews and/or provides feedback for outgoing correspondence and documents, as requested.
  • Provides support for weekly team meetings and annual team planning retreats (scheduling, booking rooms/venues, taking minutes, maintaining rolling agenda, etc.)
  • Coordinates all 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.
  • Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
  • Coordinates set-up and orientation (onboarding) for new staff.
  • Provides back-up support to the GMF Administrative Assistants and to the Receptionist, as required.
  • Participates in the recruitment and selection of GMF administrative office staff.
  • 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.

Knowledge, Experience and Skills:

  • Post-secondary education in administration, project management or a related discipline.
  • Minimum of 3 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 and familiarity with a Customer relationship Management (CRM) system is considered an asset.
  • Very strong organizational and interpersonal skills.
  • Demonstrated ability to multi-task in a fast-paced environment with conflicting priorities and tight deadlines.
  • Strong attention to detail and accuracy.
  • Ability to work independently with limited oversight and guidance.
  • Fluency (both written and oral) in both official languages.


Language Requirements:

  • The ability to work in both official languages is required


The benefits to 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. 

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 August 14, 2018.


We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Visit the careers section of our website to apply. Deadline for applications is August 14, 2018.
Contact Details:
Helen McCaskill
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3

Tel: (613) 907-6233
Fax: (613) 244-1517

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