Program Assistant - Human Resources, Resilience

Program Assistant—Human Resources, Resilience

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD employs more than 200 staff, who come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in more than 100 countries.

The members of IISD’s Resilience Program are seeking an administrative professional to join our dynamic, creative, and dispersed team. Our team of policy researchers and project managers helps governments, communities, and businesses manage shocks and stresses, such as those related to the impacts of climate change. We undertake this work in a wide range of developing countries, as well as in Canada.

Working under the guidance of their manager, the Program Assistant—Human Resources, Resilience, will provide a range of supports to our program and its team members, including but not limited to

• Coordination of the program’s recruitment, onboarding of new team members, and providing human resources-related support to existing team members, working in collaboration with IISD’s Human Resources team.
• Assisting with the recruitment of contractors hired to support the program’s various projects and initiatives.
• Administrative support to the Resilience Program team members, as required.

The successful candidate will be responsible for prioritizing and managing their own workload and schedule. This includes working with other members of the Resilience team to resolve situations in which there are conflicting priorities that could lead to deadlines not being met.

Responsibilities:

The Resilience Program is seeking support with the following tasks:

Resilience Team Member Recruitment and Onboarding (estimated time: 30%)

• Support the recruitment of new members of the Resilience team under the guidance of the team member leading the hiring process, including but not limited to:
  • Finalization and posting of job opportunities.
  • As requested, undertake the initial screening of applications, set up interviews with short-listed candidates, and issue any competency tests associated with the hiring process.
  • As needed, undertake reference checks and support the finalization of contractual arrangements with successful candidates.
• Support the onboarding of new Resilience team members, including but not limited to the development of onboarding packages and scheduling of orientation meetings.
• Continually maintain the recruitment portion of the Resilience Program’s SharePoint site, including ongoing updates to onboarding materials.

Resilience Team Human Resources Support (estimate time: 20%)

• Serve as liaison between the Resilience team and IISD’s Human Resources team, providing answers to team members’ human resources-related questions and sharing new IISD human resources policies, processes, and training with Resilience team members.
• Update team members’ resumés and biographies.
• Support the collection of information required for inclusion in funder proposals.
• Assist with the organization of team building, internal learning, and social events.
• Track training requests, staffing allocations, and other indicators related to the Resilience team’s membership.

Contractor Recruitment (estimated time: 30%)

• Work with Resilience team project managers to finalize and post new contractor opportunities on the IISD website and other virtual platforms; answer questions regarding ongoing processes.
• Compile received contractor applications and, as requested, support initial screening of applicants.
• Systematically file and store applications and selection justifications.

Administrative Support (estimated time: 20%)

• Support maintenance of the Resilience team’s SharePoint site.
• Track and reconcile project expenses in accordance with IISD’s policies, compile and format documents, and organize internal and external meetings and workshops.
• Maintain an effective and reliable filing system as outlined in IISD’s records management policy.
• Assist with the continued development and streamlining of IISD policies and procedures.

Other duties as assigned.

Requirements:

• 3 years of experience in program administrative and operational support roles.
• A degree in administration or equivalent; a background in human resources is considered an asset.
• Strong organizational and planning skills, including an ability to manage multiple tasks ranging in demand while working under tight deadlines.
• Advanced language skills in English; ability to work in French and/or Spanish is an asset.
• Computer literacy, including Microsoft Office applications.
• Experience working with the SharePoint platform for collaboration.
• Ability to work independently, with limited guidance, as part of an international, geographically-distributed team.
• Strong interpersonal and networking skills.
• Knowledge of international and sustainable development is an asset.

Location:  Winnipeg

Term: Full time to March 31, 2025, with the potential to become permanent.

Starting Salary: $40,000 – $45,000 (based on experience)

Start date: As soon as possible

Closing date: June 7, 2023, at 4:00 PM EST

All submissions must be in English.

Applications will only be accepted through Bamboo HR.

• A CV (no longer than two pages)
• A one-page letter of motivation
• IISD Voluntary Self-Identification Questionnaire (optional)

Candidates must hold appropriate work authorization for Canada.

Only those candidates we wish to interview will be contacted.  Resumes will be kept on file for one year.

IISD has implemented a COVID-19 Vaccination Policy that requires employees who are required or choose to be at an office or participate in in-person team events or in-person meetings/events to be fully vaccinated. Anyone unable to be fully vaccinated, either because of a sincerely held religious belief or a medical condition or disability that prevents them from being fully vaccinated, can request a reasonable accommodation.

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+ to apply for this position. Preference will be given to the equity-deserving groups during the hiring process. We offer reasonable accommodations in our recruitment process and seek applicants' advice on how best to accommodate their needs. Please self-identify and answer our employment equity questionnaire on our applicant tracking system when you apply.

IISD does not discriminate on the basis of age, gender, caste, ethnicity, religion, colour, disability, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.