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

Background :

FCM will be implementing the project Vietnam Climate Resilient Municipalities (VnCRM). The project aims to enhance climate-change adaptation, infrastructure asset management and solid waste management (SWM) in urban areas in Vietnam. The project will support selected provinces and urban sub-provincial governments that are highly vulnerable to climate change to update their climate change adaptation plans, critical infrastructure asset management plans and services and solid waste management plans and practices to be more climate-resilient, gender-responsive and inclusive in line with Vietnam’s new two-tier local government system and national climate change, urban development and environmental protection priorities.  

The project will be ending in March 2030.

Major Purpose:

Under the direction of the Project Manager and working with the Program Operations Manager, 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, Vietnam Climate Resilient 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.

• 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. In coordination with the Project Manager, liaises with the project staff, FCM corporate services (Finance, Information Technology, People & Culture), mission participants and partners, and follows-up on missing information, documentation or other requests.
• Organizes logistics, primarily in Canada, 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 as well as with the local office in Vietnam.
• 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 Canadian 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 project staff in Vietnam 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.
• Also provides 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 and may be required to attend internal meetings on behalf of the Project Manager, which involves providing updates on project activities.

• 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 orientation.
• Experience working in international programs or overseas is an asset, including working with embassies and handling international travel arrangements.
• Ability to work with individuals from diverse cultural backgrounds.
• Understanding of financial management principles.
• Understanding of donor-funded guidelines and contractual obligations.
• Working knowledge of French and Vietnamese, an asset.
•  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 orientation.

English is required, French and Vietnamese is an asset.