Administration Associate (Parental Leave Cover)

Under the supervision of the Chief of Staff, the Administration Associate will be responsible for the following duties:

• Assists in the overall administration in the project, i.e. provides substantive and administrative support in managing priorities and work flow of the Director of the Climate Action Team and the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.

• Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager.

• Serves as a communications link between the Director  and senior staff; on behalf of the Director, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.

• Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.

• Undertakes representational duties on behalf of the Director, including serving as first point of contact and liaison with senior officials internally and externally.

• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.

• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Director.

• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.

• Supports the Director in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

• Secondary school diploma (or high school equivalent) and six (6) years of relevant experience are required OR;
• First-level university degree (undergraduate, bachelor, or equivalent) with two (2) years of relevant experience OR;
• Advanced university degree (master's or equivalent), with no relevant experience.