Administrative Officer

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Position Summary:
McGill’s Faculty of Agricultural and Environmental Sciences, located on the Macdonald Campus, 35km from downtown Montreal, is looking for an Administrative Officer to provide a high level of organizational, planning, communication and administrative advice to the McGill Academic Lead and the Faculty of Agricultural and Environmental Sciences’ Academic Lead of the Nkabom Collaborative at McGill University, and to contribute to the efficient operation of the Collaborative in promotion of its priorities and mission. The incumbent will manage information, organization, and development of documents and correspondences, and will function with an exceptional level of accuracy, judgement, independence, confidentiality, and efficiency.  They will be responsible for ensuring the smooth functioning of the Nkabom Collaborative’s administrative affairs.

McGill University, in partnership with the Mastercard Foundation, is embarking on an ambitious collaboration with seven African organizations within the Nkabom Nutrition and Sustainability Agri-Food Collaborative.  This initiative aims to bridge education and workforce gaps by training youth in the nutrition and agri-food sectors, especially in rural communities, to help transform Africa’s agri-food system and empower the next generation of leaders.

Reporting to the Director Administration, Faculty of Agricultural and Environmental Sciences (AES), the Administrative Officer is the operational and administrative manager of the Collaborative’s McGill Partner Academic Lead's office and the AES’ Academic Lead’s office; in addition, they will act as a liaison between the Academic Lead’s office and other McGill partners of the Collaborative as well as external organizations within both Canada and Ghana with travel to Ghana a few times a year. The incumbent will develop and maintain administrative standards and practices for the Academic Lead’s office and McGill partners.  The incumbent will also be responsible for general office management ensuring the smooth day-to-day functioning of a complex, multi-stakeholder program spanning Canada and Ghana, maintaining institutional and collaborative records and management of the Collaborative’s capital assets.
Primary Responsibilities:·        

• Oversees a broad range of operational, administrative, and logistical functions critical to the effective functioning of the unit.
• Provide administrative advice and management in all activities related to the implementation of the McGill Partner collaborative programs as well as the facilitation of the program deliverables.
• Develop and implement administrative procedures and internal controls.
• Establishes financial priorities. Develops and implements budgetary planning, recommends budget allocations and prepares and submits operating budget.
• Ensures preparation of appropriate reporting and year-end documentation.
• Acts as advisor regarding University Financial Policies and Procedures, monitors and reports on account spending and exercises financial controls where applicable.
• Undertakes analysis of budgeting issues, assesses impact to the University/unit, articulate alternatives and recommend solutions.
• Acts as approver for office financial functions.
• Administer human resources processes for Collaborative personnel (Postdoctoral Fellows, Visiting Academics etc.), including recruitment, hiring, onboarding, offboarding, and related HR administration.
• Responsible for organizing Nkabom events hosted by McGill, including the MFCC meetings, stakeholder engagement sessions, and Annual Forum activities.
• Prepare reports, briefing materials, presentations, communications, and maintain collaborative documentation and web content.
• Develop and maintain systems for Collaborative records, data collection, document management and information tracking.

Other Qualifying Skills and/or Abilities

• Demonstrated knowledge of accounting and financial management.
• Knowledge of University budgeting policies and fund types. 
• Ability to effectively communicate and interact with various levels of staff, academics and other stakeholders. 
• Service oriented with excellent customer service skills and the ability to establish productive working relationships quickly. 
• Experience organizing complex events, conferences, workshops, or international visits.
• Proficiency with computerized applications including advanced spreadsheets, databases, word-processing software, Banner FIS, Workday HR business processes and other platforms
• Excellent analytical and problem solving skills.
• Ability to exercise sound judgment, discretion, and diplomacy when handling confidential or sensitive information.
• Ability to anticipate operational challenges and proactively identify solutions.
• Proven organizational skills, capacity to make decisions independently, ability to multitask, prioritize, and meet deadlines. 
• Proven ability to develop and improve administrative processes, procedures, and controls.
• Demonstrated ability to work effectively in a highly collaborative environment while maintaining a high degree of autonomy.
• Demonstrated intercultural competency and experience working with diverse populations, international partners, and cross-cultural teams.
• Ability to express oneself clearly and concisely, verbally and in writing, in English; as a minimum, proficiency in spoken French an asset.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

Job Profile: