Administrative Officer

McGill University

3d•CA$66,190 - CA$99,290•Hybrid

About The Position

The Nkabom Collaborative is a Community of Practice addressing youth unemployment in Ghana's nutrition and agri-food sectors through experiential learning, inclusive community-based research, and youth-led entrepreneurship. This innovative partnership brings together nine leading Ghanaian and Canadian institutions to transform the nutrition-agri-food ecosystem and create dignified employment opportunities for young people, especially women and marginalized communities in Ghana. Together, the Secretariat team (6-8 people in total) will serve as a facilitating hub for activity across all partner institutions (PI). The Secretariat will likewise promote and reflect the shared Principles of Collaboration adopted by the Partner organizations in support of Collaborative programming and deliverables and in the day-to-day operations of the Secretariat in support of the Collaborative. Reporting to the Associate Director, Administration & Operations, to the Secretariat of the Nutrition and Sustainable Agri-food Collaborative, the Administrative Officer will provide efficient and effective administrative and operational support to the Secretariat. The incumbent will develop and maintain administrative standards, practices and systems for the Secretariat, acting as a liaison between the Secretariat and the McGill partners of the Collaborative as well as external organizations in both Canada and Ghana. Working closely with the leadership team of the Secretariat, the Administrative Officer will be responsible for activities related to general office management, the management of physical resources, event planning, meetings, travel arrangements, and records management.

Requirements

Motivated self-starter with an ability to work autonomously with minimal supervision as well as within a team.
Demonstrated organizational skills with an ability to prioritize, multi-task, meet multiple deadlines and shifting priorities.
Accuracy and attention to detail as it pertains to drafting documents and presentations, as well as processing transaction on Minerva and McGill Market Place (MMP).
Exceptional interpersonal and team building skills.
Strong demonstrated proficiency with Microsoft Office 365 applications including Share Point, Outlook, Word, Excel, PowerPoint, Teams and OneNote.
Superior communication skills in English (spoken and written) and French (spoken) to work collaboratively and efficiently with colleagues at McGill and external partners.
Bachelor's Degree
3 Years Related Experience
Authorized to work in Canada
Willing to work in the province of Quebec

Responsibilities

Manage the general administration and office management of the Secretariat, including establishing and implementing best practices.
Recommend, develop, and implement processes that support the strategic direction of a new and growing unit.
Provide support to the Associate Director, Administration & Operations in all activities related to the implementation of the Collaborative programs and initiatives as well as the facilitation of program deliverables
Liaise and follow-up with McGill Partners and Collaborative Partners located in Ghana to ensure timely submission of progress reports.
Responsible for organizing large meetings and special events including logistics, travel arrangements, invitations, catering, equipment and materials, room bookings, agenda and briefs, liaising with attendees (internal and external) and setting up and taking down of event spaces.
Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions and action points.
Plan and manage the calendar for the Secretariat leadership team prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters. The incumbent will have the judgement required to manage extensive agendas autonomously with full knowledge of the surrounding context.
Arranges and coordinates travel and accommodation to national and international destinations for the Secretariat and Partners of the Collaborative, conferences, relationship building initiatives related to the activities of the Collaborative.
Responsible for the timely submission of expense reimbursement claims related to travel and other expenses.
Responsible for purchasing office materials and equipment as needed by the members of the Secretariat.
Maintains detailed inventories of IT equipment, software and capital assets purchased by the Secretariat and McGill partners with donor funds provided for the Collaborative.
Supervision of support staff.

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits