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Administrative Assistant - Policy and Planning

Job Summary  

Under the supervision of the Director, Policy and Planning, the administrative assistant provides operational and administrative support to the Director and the Policy and Planning team (consisting of the Senior Policy Analyst and the Research Officer) in carrying out the activities of the Group. Performing a variety of administrative, research, coordinating and logistical services in support of the operations of the Group, the Administrative Assistant contributes to the effectiveness of the unit as a whole.  

Primary Duties or Responsibilities

Administrative

  • Manages the day-to-day operational and administrative activities of the supervisor and the group by organizing the incoming flow of work, prioritizing incoming requests, maintaining a control system, and following-up to ensure timely response. Involves screening of correspondence, responding to requests for information, and drafting written responses to general enquires; 
  • Serves as a focal point for communication with other parts of the Centre, including regional offices, on all matters relating to planning and policy;
  • Coordinates preparation of policy and planning documents; ensures that the planning and policy work plan is kept up to date and that deadlines are met;
  • Obtains, compiles and extracts information from files, publications, Centre Library, Centre databases, the Internet,  and other sources, on own initiative or as directed by the supervisor, to prepare documents and briefing notes for clients such as the President and external donors;
  • Undertakes research to provide information to internal and external audiences, often on an urgent basis, using Centre databases and/or the Internet;
  • Coordinates administrative and logistical arrangements for visitors, setting up appointments and presentations to Centre staff, compiling and providing information and briefing materials;
  • Assists PPG staff members with travel arrangements: coordinating the procurement of travel visas, approval of travel authorities, arranging hotel accommodations, and processing travel expenses;
  • Ensures that all PPG files and other resource documentation are kept up to date so as to provide necessary and timely documentation as required;
  • Supervises casual help, as needed, during peak periods of workload;
  • Maintains the PPG website and serves as list administrator for various listserves;
  • Prepares consultancy contracts and ensures timely follow-up and closure in collaboration with Grant Administration staff;
  • Monitors and distributes the monthly telephone activity reports;
  • Maintains and orders office supplies for the Group; 
  • Provides orientation, guidance and assistance to new staff members, summer students, casual staff, by providing information on Centre programs and procedures, computer systems and programs and redirecting questions, when necessary, to the appropriate Centre staff member; 
  • Organizes workshops, conferences, seminars and other special meetings, including activities such as initial contact with participants, preparing documentation and ensuring timely distribution, meeting room setup, and coordination of notes post meeting.  Includes but is not limited to the yearly Program and Operational Meeting of senior IDRC staff, as well as, meetings with other Canadian Government Departments (CIDA, DFAIT), and like-minded donors;
  • Initiates and implements processes for regular meetings such as President’s Office briefing sessions and Directors’ Exchange;
  • Organizes and amalgamates on behalf of units within the President’s Office submission of joint work such as the narratives for the President’s Office portion of the Program of Work and Budget; and
  • Provides support to other functions of the President’s Office as may be required and endeavours to stimulate a sense of team work within the Office as well as monitoring use of shared work space.

Financial

  • Monitors PPG operational expenses (on a monthly basis), advising the Director of any discrepancies or concerns, and following up with action if needed;
  • Audits travel expense claims for the Group to ensure accuracy and adherence to policy;
  • Drafts an operational budget for the unit each year for review by the Director; and
  • Coordinates, on behalf of the Director, requests and information relating to the administration of the Special Program Fund.  Monitors appropriations against overall budget.  Ensures procedures are followed and that an appropriate paper trail is in place.