OPERATIONS SUPPORT OFFICER

City of Toronto•Toronto, ON

1d•CA$74,781 - CA$99,947•Onsite

About The Position

Are you interested in supporting initiatives to advance the City of Toronto’s international engagement? Are you a strong writer and would enjoy applying your skills to create website content, communication materials and briefing notes? Are you detail oriented and thrive in a fast-paced environment supporting international projects varying in scope and scale? Are you energized by creating and strengthening relationships that support collaboration with various stakeholders? Consider joining the City Clerk's Office as an Operations Support Officer (International Relations). Reporting to the Manager, Partnerships and Community Relations (International Relations), the successful candidate will be responsible for delivering operational and functional support to the International Relations Team through various projects, events, and other initiatives. The Operations Support Officer (International Relations) will demonstrate thorough research capabilities and critical thinking skills, and will also be responsible for the ongoing review, development and implementation of business processes and best practices to advance international relations priorities. Strong interpersonal skills and experience in an international relations or cross-cultural setting will be essential to ensure excellence in the delivery of services and programs, as well as the highest level of service when engaging with the public and international counterparts.

Requirements

Post-secondary education in a discipline pertinent to the job function (e.g., international relations, global affairs, public affairs, public administration), combined with relevant experience or equivalent combination of education and experience.
Experience in project coordination, demonstrating strong attention to detail and thoroughness to address a range of operational issues in a customer service environment.
Excellent verbal and written communication skills with the ability to research, develop, write reports and research materials for the consideration of senior management and correspondence for international audiences.
Considerable experience facilitating interactions between elected and non-elected government officials, preferably with an international angle, supporting logistics and all other details, including planning, organizing, procurement and decision-making.
Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.
Strong problem solving, political acuity, multi-tasking and organizational skills with an ability to manage multiple priorities within tight time constraints.
Demonstrated ability to work independently and cooperatively and use discretion when managing sensitive information.
Excellent interpersonal skills with the ability to establish and maintain effective working relationships with all levels of staff and external contacts.
Experience managing a high volume of information and interactions in a dynamic operation.
Experience in budget preparation for events and projects.
Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, and web-based collaboration tools.
Knowledge of relevant corporate and external bylaws, policies, guidelines, and procedures, such as AODA, Human Rights Code, and Occupational Health and Safety Act.

Responsibilities

Provides program and project management support and coordination for all international relations activities and programs including official visits, study tours, events, receptions, and strategic projects.
Conducts research into assigned areas, including working with confidential information related to policy, and producing related reports, ensuring that such research considers developments within the field of international relations, corporate policies and practices, legislation, and initiatives by other levels of government
Researches and prepares communication materials, (including letters, newsletters, invitations, website, etc.) based on standards with correct protocol and reflective of current developments.
Coordinates international study tours and supports global knowledge exchanges, preparing all related deliverables.
Supports the maintenance of the official gift inventory, sourcing items to reflect various types of engagements, and as needed, prepares gifts and responds to requests from Councillors.
Coordinates the preparation of Proposals, (RF, RFQ, RFI), the evaluation process, and vendor performance reviews, liaising with Purchasing & Materials Management and Legal during procurement for selected divisional contracts such as standing offers.
Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.
Liaises with other divisions, departments, elected officials, internal and external stakeholders, as well as other orders of government.
Assists in the development, implementation and maintenance of standards and specifications for program and operational systems.
Leads operational support activities related to assigned projects within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance.
Implements detailed plans and recommends policies/procedures regarding program specific requirements.
Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
Makes recommendations to senior management regarding service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.
Prepares strategies, work plans, project documents, proposals, council reports and presentations.
Prepares, organizes, and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
Develops and maintains templates for statistics, data collection and divisional forms.
Reviews system of internal control and checks work, inventory, supplies, and storage.
Ensures timely and effective production of all required program reports, statements, and maintenance of appropriate records.
Recommends, implements, and practices security, privacy, and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs