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The Forum of Federations is a non-profit, international organization based in Ottawa, Canada. We engage in a wide range of programs of mutual cooperation designed to help develop best practices in countries with federal systems of government around the world. The Forum works with countries and organizations of the North and of the South, with established federal countries and newly-emerging federations. In addition, the Forum works with countries that are exploring the possibilities of a federal political system. It is supported by the Canadian government and partner governments from several other countries.
Program Assistant (Development Assistance)
The Forum is currently seeking a Program Assistant for its Development Assistance Programs until March 2011. The Program Assistant, Development Assistance Programs, under the executive supervision of the Vice President, Development Assistance Programs, is accountable for providing executive support services, general administrative support services, and an efficient management of information for the division and/or the Forum, as follows:
1. Executive secretariat services
- Supports the Vice President, Development Assistance Programs
- Maintains the VP’s agenda and contact list, and screens and replies to the VP’s emails
2. General Administrative services
- Supports three Directors and two Program Officers in the Development Assistance Programs
- Provides logistical support for meetings; takes, transcribes, verifies and distributes minutes of meetings
- Drafts and revises internal documents; tracks and follows up on internal procedures, decisions and action plans
- Prepares routine correspondence, and word processes, proofreads and edits other documents and reports
- Prepares and word processes a variety of administrative documents including expense claims, purchase orders, reports, presentations, forms and templates
- Files documents, maintains a filing system, sends facsimiles, prepares correspondence and packages, and photocopies documents
- Updates manuals and other repositories of information and advises staff on their interpretation and application.
- Acquires, validates, codes, and enters information into and updates specific databases.
- Conducts a variety of routine administrative tasks designed to ensure that support services are carried out efficiently and effectively.
3. Project administrative support services
- Assists in event planning and/or providing logistics support for a variety of project-related activities such as production of documents, reports, or brochures, preparation of correspondence, brochures, forms and templates, coordinates mailing of information packages/publications
- Preparation of kits and general information required for Development Assistance Programs workshops and activities
4. Travel Arrangements
- Arranges for travel requirements for internal staff members of Development Assistance Programs division
- Performs the administrative work related to the travel arrangement for the external participants (list of participants, Purchase Orders, faxing PO’s to Agency) for activities in Development Assistance Programs.
- As the Forum's focal point with the travel agency for Development Assistance Programs, resolves invoice and other related issues
5. Archives at divisional level
- Revises current practice of archiving documents at divisional level and establishes a new system
6. Collaborate with other Program Assistants and other divisions as necessary.
Qualifications:
- College/University level education
- Minimum five years related experience in administration and providing support to a Senior Executive in a professional environment
- Excellent verbal and written communication skills in English – experience writing and editing documents in English. French and other languages an asset.
- Proficiency in Microsoft Outlook, Word, and Excel. Knowledgeable with Internet, Microsoft PowerPoint, and BlackBerry.
- Well organized and attentive to details, ability to prioritize deadlines and demands
- Ability to take initiative, work independently and contribute as a team member
- Highly skilled to deal with confidential and sensitive information
- Positive attitude and dedication to work; flexibility regarding working hours
We thank all applicants; however, only those selected for an interview will be contacted. Candidates must fully demonstrate in their cover letter how they meet all screening criteria as described under Qualifications. Failure to do so may result in being screened out. A full job description will be provided to the successful candidate. Interested applicants should quote the position title and submit a cover letter and resume by December 12, 2008, to:
By email : jobs@forumfed.org
By post : Forum of Federations
Human Resources Manager
700-325 Dalhousie Street
Ottawa, ON K1N 7G2
By fax : 613-244-3372
Program Assistant (Governance Programs)
The Forum is currently seeking a Program Assistant for its Governance Programs until March 2011. The Program Assistant, Governance Programs, under the executive supervision of the Vice President, Governance Programs and Partnerships, is accountable for providing executive support services, and general administrative support services, as follows:
1. Executive secretariat services
- Supports the Vice President, Governance Programs and Partnerships
- Maintains the VP’s agenda and contact list, and screens and replies to the VP’s emails
2. General Administrative services
- Supports three Directors in the Governance Programs
- Provides logistical support for meetings; takes, transcribes, verifies and distributes minutes of meetings
- Drafts and revises internal documents; tracks and follows up on internal procedures, decisions and action plans
- Prepares routine correspondence, and word processes, proofreads and edits other documents and reports
- Prepares and word processes a variety of administrative documents including expense claims, purchase orders, reports, presentations, forms and templates
- Files documents, maintains a filing system, sends facsimiles, prepares correspondence and packages, and photocopies documents
- Updates manuals and other repositories of information and advises staff on their interpretation and application.
- Acquires, validates, codes, and enters information into and updates specific databases.
- Conducts a variety of routine administrative tasks designed to ensure that support services are carried out efficiently and effectively.
3. Project administrative support services
- Assists in event planning and/or providing logistics support for a variety of project-related activities such as production of documents, reports, or brochures, preparation of correspondence, brochures, forms and templates, coordinates mailing of information packages/publications
- Preparation of kits and general information required for Governance Programs workshops and activities
4. Travel Arrangements
- Arranges for travel requirements for internal staff members of Governance Programs
- Performs the administrative work related to the travel arrangement for the external participants (list of participants, Purchase Orders, faxing PO’s to Agency) for activities in Governance Programs.
- As the Forum's focal point with the travel agency for Governance Programs, resolves invoice and other related issues
5. Collaborates with other Program Assistants and other divisions as necessary.
Qualifications:
- College/University level education
- Minimum five years related experience in administration and providing support to a Senior Executive in a professional environment
- Verbal and written communication skills in English and French, and other languages an asset.
- Proficiency in Microsoft Outlook, Word, and Excel. Knowledgeable with Internet, Microsoft PowerPoint, and BlackBerry.
- Well organized and attentive to details, ability to prioritize deadlines and demands
- Ability to take initiative, work independently and contribute as a team member
- Highly skilled to deal with confidential and sensitive information
- Positive attitude and dedication to work; flexibility regarding working hours
We thank all applicants; however, only those selected for an interview will be contacted. Candidates must fully demonstrate in their cover letter how they meet all screening criteria as described under Qualifications. Failure to do so may result in being screened out. A full job description will be provided to the successful candidate. Interested applicants should quote the position title and submit a cover letter and resume by December 12, 2008, to:
By email : jobs@forumfed.org
By post : Forum of Federations
Human Resources Manager
700-325 Dalhousie Street
Ottawa, ON K1N 7G2
By fax : 613-244-3372
Program Manager, Sudan
The Forum of Federations is a non-profit, international organization based in Ottawa, Canada. It is the world’s leading network dedicated to mutual learning among the world’s existing and emerging federations (visit our website at www.forumfed.org). We are seeking a Program Manager to lead implementation of our program, Federal Governance and Peace in Sudan (FGPS, Phase 2). This contract is to start as soon as possible until March 31, 2010, with possibility of extension. The Program Manager will be responsible for the effective implementation of the Program, including the day-to-day running of the Sudan office. S/he will report to the Africa Director based in Addis Ababa, and works in close collaboration with the Africa Program Officer, based in Ottawa. S/he will supervise a national team of 3-5 professional staff as well as logistical and other support staff, all based in Sudan. This position involves frequent travel (25-40%) outside of Khartoum and may entail irregular working hours.
The FGPS program supports implementation of the Comprehensive Peace Agreement (CPA) by strengthening federalism-related capacities in the government sector at all levels, as well as civil society and academia
The successful candidate will possess the following qualifications and experience criteria:
- A relevant graduate or professional degree (e.g., law, political science, public administration, international relations, etc.);
- Knowledge and experience (minimum 5 years) working on governance issues and capacity building in complex, post-conflict or similar environments is essential;
- Extensive project financial and management experience, including some exposure to Results-Based Management (RBM) and proven experience to ensure effective office operations;
- Highly self-motivated and able to deliver plans and produce agreed resultsand ability to balance multiple project tasks;
- Experience managing teams of nationals in a complex and sensitive multi-cultural environment;
- Experience working with senior-level national and international subject-matter experts, and working with senior political officials;
- Experience in developing/conducting training courses and other capacity building of organizations;
- Knowledge of donor agencies’ management/administrative systems and contract requirements;
- Sensitivity to and understanding of practical approaches to gender equity;
- Excellent organizational, report writing, inter-personal and communication skills;
- Excellent spoken and written English. Knowledge of Arabic desirable but not required;
- Ability to travel and work in difficult conditions.
We thank all applicants; however, only those selected for an interview will be contacted. Candidates must fully demonstrate in their cover letter how they meet all qualifications and experience criteria. Interested applicants should submit a cover letter and resume by November 23, 2008, quoting the job title, to:
By email: abarbanel@forumfed.org
By fax : 613-244-3372
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