Job Post

Developmental Secondment Initiative for Provincial and Territorial Government Employees with the Canadian Intergovernmental Conference Secretariat (CICS)
Ottawa, Ontario

Position Title: CONFERENCE ADMINISTRATIVE OFFICER

Summary of Duties:

Provision of administrative support services and conference logistics for the planning and conduct of First Ministers’ and Premiers’ conferences as well as for Federal-Provincial-Territorial and Provincial-Territorial conferences of Ministers and Deputy Ministers.  Under the direction of the Manager, Conference Services:

  • Provides administrative and logistical support services for the planning and organization of intergovernmental conferences, and provides on-site and post-conference support services.
  • Coordinates services to delegates in the CICS on-site conference office.
  • Provides information management services for conferences, including document control, the coordination, dissemination, storage and retrieval of all conference related documentation including sensitive information, and confidential recordings of conference proceedings.
  • Directs and monitors the activities of stand-by and on-site translators during conferences. Controls, coordinates, provides and verifies translation requests and services before, during and after events.
  • Within established and negotiated procedures, advises senior officials on, coordinates and performs administrative activities in support of the conference communiqué drafting process.
  • Conducts and/or coordinates the delegate and media registration process prior to and at conference sites, prepares and issues delegates passes, prepares official lists of delegates and table plans and provides information at conference sites.
  • Develops, implements and evaluates new administrative tools and work processes.
  • Participates as a member of project teams and working groups.

Salary:

$61,558 to $66,324 per year (37.5 hrs/wk) plus compensation for overtime

Requirements:

(See following page)

Duration of secondment:

Three years, beginning in March or April 2020.

Location:

Ottawa

CLOSING DATE:

JANUARY 10, 2020.  Applicants who meet eligibility criteria and position requirements will be contacted as soon as possible after that regarding next steps. 

A letter outlining your experience, competencies and your interest in this position, accompanied by a résumé and a letter from your employer certifying your permanent, full-time employment status in your provincial or territorial government, must be submitted by January 10, 2020 to:

Rodrigue Hurtubise
Director, Conference Services
E-mail: HR-RH@scics.ca
Phone: (613) 995-4328


REQUIREMENTS – CONFERENCE ADMINISTRATIVE OFFICER

EDUCATION:
Successful completion of a secondary school diploma or an acceptable combination of education, training and experience.

LANGUAGE REQUIREMENTS:
Bilingual (English-French)

EXPERIENCE:
Experience providing administrative and logistical support to conferences or meetings.
Experience in information management.
Experience providing client services.

KNOWLEDGE:
Knowledge of the mandate and activities of the Canadian Intergovernmental Conference Secretariat (CICS).
Knowledge of records management.
Knowledge of Microsoft Office Suite.

ABILITIES:
Ability to manage files and tracking systems.
Ability to adapt to changing environments and to constantly innovate.
Ability to identify problems and recommend solutions.
Ability to work under pressure.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.

PERSONAL SUITABILITY:
Judgment
Initiative
Effective interpersonal skills
Attention to detail
Client service orientation

CONDITIONS:
Secret security clearance.
Willingness to relocate to the National Capital Region.
Willingness and ability to travel extensively and on a regular basis across Canada to conference sites, including weekends.
Willingness and ability to work irregular hours and frequent overtime in temporary offices while on conference sites.