Document(s) 2 of 6

Job Title: Program Assistant, Governance, Equity and Health (GEH) (Teasdale-Corti)
Position Number: 705
Location: Ottawa
Group: Program and Partnership Branch
Level: F ($39,625 - $45,569)
Immediate supervisors: Team Leader, GEH
Duration: 3 year term (part-time 18.75 hours a week)
Closing Date: January 29, 2006

Job Summary

Under the direction of the Program Initiative Team Leader(s), the Program Assistant provides operational and administrative assistance to the Team Leader(s) and Program Officer(s), performs a variety of administrative, coordination and logistical services in support of the operations of the Program Initiative(s), and assists with information management by the PI Team(s).

Primary Duties or Responsibilities

Operational and Administrative Support (50%)

• maintains confidential records for the Team Leader(s), and using available information technologies prepares confidential correspondence relating to personnel and other sensitive matters within the PI;
• acts as main contact person during the absence of PI Team members, following-up on any emergencies with appropriate in-house staff, and sharing workload with Program Assistants from other teams;
• acknowledges receipt of correspondence and documentation in the absence of PI Team Leader or Program Officer, and drafts preliminary versions of correspondence to be signed by relevant Team Leader/Program Officers;
• assists other Team Members in preparing and formatting PowerPoint presentations;
• develops and maintains an efficient filing system for the team, including assistance in processing calls for proposals as required;
• maintains and updates teams= databases and mailing lists (Quattro Pro,
  On-Time, Excel, WordPerfect, Microsoft Word);
• provides assistance to Team members  in inputting and editing PCRs;
• enters pipeline information and PIMs into EPIK, and generates Crystal reports as required;
• organizes regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents;
• takes minutes of regular team meetings and other meetings as required; 
• assists the Research Officer in maintaining and updating the PI's web site, and on a required basis, carries out specific web searches and downloads workshop documents/registration from host web sites;
• liaises with regional office staff as required, and provides assistance to regional office staff when visiting headquarters;
• assists in the orientation of new staff, interns, research fellows and consultants by providing them with the necessary documents and materials for orientation; and
• performs other related duties in accordance with instructions from team members.

Travel  Management (30%)

• maintains and regularly updates travel plans and budget amounts to provide an accurate overview of the PI(s) travel budget;
• provides updated reports to the team and DPA/Executive Assistant;
  
• communicates with travel agency to obtain estimated fares, calculates per diems and advises the Team Leader of projected overruns;
• coordinates the issuance of visas and prepares supporting documents
• assists with formatting of trip reports, circulates completed trips reports, uploads them on to the database, and then files on the relevant project file;
• prepares and reviews travel expense statements for Program Officers and Team Leaders

Workshops and Events (20%)

• liaises with members of other host organizations to coordinate logistical arrangements for workshops in different provinces or countries;
• coordinates the display of announcements and advises the security personnel and Centre receptionist of participant list for upcoming events;
• liaises with GAD and BTI travel personnel and other outside agencies re: venue, hotels, and hospitality staff for provision, room organization and logistics;
• liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities;
• disseminates publicity and background documents for events, mailings or distribution during IDRC events;
• prepares training kits or information packages and sends material to participants; and
• coordinates registration process and acts as contact person for the participants.

Job Knowledge

Education

One year certificate in administration/secretarial studies or an equivalent combination of education and experience.

Experience

A minimum of three years of related experience.

Communication

Internal Contacts

Communicate on a regular basis with Program and administrative support staff at all levels to ensure an effective functioning in teams

External Contacts

Communicate on a regular basis with Recipient institutions in Canada and internationally, consultants and partner organizations as well as Embassies to ensure effective functioning in teams

Scope of job

Provide effective and efficient support to the program team to ensure smooth program delivery.  This includes administrative, logistical and information management assistance to the Team Leader and other team members, as well as planning and coordination of team activities (meetings, workshops, travel budgets).

Candidate Profile

• Strong writing and communication skills;
• Ability to work with others as an effective and cooperative member of the team;
• Strong interpersonal skills, tact and discretion;
• Ability to work well with minimal supervision, and ensure accuracy, thoroughness and attention to detail and follow-up;
• Demonstrated ability to work under pressure when deadlines must be met;
• General understanding of and interest in the mission of  IDRC, the policies and procedures governing IDRC operations, and general understanding of and interest in the Program Initiative=s orientation and activities;
• Good computer skills and familiarity such as WordPerfect, Electronic Mail, Fax, voice mail, Corel Presentations, Windows 98, Netscape Composer, Microsoft Word, Excel, Powerpoint;
• Demonstrated ability to perform research-related tasks (i.e., the use of library resources, synthesis of documents);
• Good judgement, initiative, and ability to set priorities and to organize work;
• Above average skills in drafting administration documents, recording and editing minutes of meetings and general correspondence.

Language Skills: 

This is a bilingual imperative position (English - French) at the following levels in the four skills of the second official language:

Oral Comprehension: B
Oral Expression:  B
Reading:   B
Written Expression:  B

The Knowledge of Spanish is an asset.

Document(s) 2 of 6