Project Assistant, Inclusive Climate Action for Tunisian Municipalities

The Federation of Canadian Municipalities (FCM) is the national voice of local governments, representing their interests with the federal government.

With over 2,000 members, including Canada’s largest cities, small urban areas, rural and remote communities, as well as 20 provincial and territorial municipal associations, FCM represents more than 90% of the country’s population. Through its advocacy, funding offers and diverse programs, FCM’s work has a direct impact on Canadians’ quality of life.

At FCM, we are committed to making the communities Canadians live in more prosperous, sustainable, and equitable. We aspire to be deeply respectful, collaborative, empowering and inclusive. All leaders in the organization embrace these values, the corporate culture and the passion for FCM’s mission.

Background:

FCM will be implementing the project Partenariat Canada–Tunisie pour l'Action Territoriale d’Adaptation Climatique. The project aims to support the strengthening of climate adaptation and resilience of Tunisian local authorities, while promoting an approach of equity and inclusion for women, youth and vulnerable populations. It will build the capacity of local institutions for climate governance and the adoption of nature-based solutions, including biodiversity considerations. The project will be ending in 2028-2029.

Major Purpose:

Under the direction of the Manager Inclusive Climate Action for Tunisian Municipalities, the Project Assistant is responsible to provide administrative, logistical and organizational support for the assigned project. S/he acts as the central point of contact for enquiries for information and services related to this project.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Project Assistant, Inclusive Climate Action for Tunisian Municipalities, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

The Project Assistant is responsible for:

• Acts as the central point for administrative and logistics support related to the assigned project, including responding to enquiries or transferring them to appropriate parties.
• Organizes logistics for project activities such as meetings, workshops, study tours, job shadowing programs, Canadian and/or International exchange visits, information sessions and special activities, in coordination with project staff, partners and host municipalities.
• Reviews, processes (codes, validates, verifies) and submits invoices, expense claims and cheque requisitions to the Finance department. May be required to track expenditures against budget, collect information and provide input for annual budget planning.
• Coordinates all travel arrangements related to the project (accommodation, transportation, insurance, advances, etc.) for staff, consultants and volunteers; advises partners, volunteers and consultants on FCM and Treasury Board travel policy and procedures; and if pertinent, liaises with implementing partner in Tunisia to ensure coordination of international travel arrangements.
• Provides administrative support for the project, including: drafting, editing and/or proofreading a variety of documents; and maintaining electronic copy of project documentation (i.e. travelers’ profile, travels checklists, contact information, copies of passports, insurance forms, biographies, etc.) for effective and efficient retrieval of information.
• Supports the capacity development of partners and staff, if applicable, in matters related to administration, logistics, policy interpretation and implementation of administrative systems and tools, in order to ensure alignment with FCM practices.
• May also provide support for project management functions (e.g. preparation and monitoring of annual plans and budgets, recruitment and selection of volunteers, etc.).
• Participates in administrative and operations issues coordination group and provides back-up support for other Project Assistants as a member of a project administrative pool, on an as needed basis.
• Liaises with both FCM staff and external service providers on matters related to coordinating and following up on translation and production of documents, coordinating and confirming travel arrangements, and scheduling and logistics coordination for meetings and events.
• May be called upon to participate in cross-functional teamwork for FCM Programs Department and/or for FCM organization initiatives.
• Participates on FCM committees to provide feedback and regular updates on administrative issues, which involves providing updates on project activities.

• Post-secondary education in an administrative, office support or other relevant discipline.
• A minimum of 3 years’ experience in an administrative role or equivalent related education/experience.
• Strong knowledge of administrative practices and processes (e.g. electronic file management, templates and business documents formats).
• Strong knowledge of business support processes and tools, computer business applications (Microsoft Office suite).
• Good organizational, interpersonal and communication skills, and a professional attitude in order to coordinate work with various stakeholders and senior level contacts.
• Demonstrated ability to multi-task and prioritize in a fast-paced environment with tight deadlines/turnaround times.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality, discretion and tact when dealing with sensitive information.
• Strong customer service skills.
• Experience working in international programs or overseas is an asset.
• Ability to work with individuals from diverse cultural backgrounds.
• Understanding of financial management principles.
• Understanding of donor-funded guidelines and contractual obligations.

Bilingual proficiency – spoken and written (French and English).