Administrative Support/Soutien administratif

html Job Description

Salary: Title: Administrative Support

Location: Ottawa, Ontario

Employment Status: Permanent Full-Time Position

Salary Range: $46,054 - $58,272

Closing Date: Open Until Filled

Internal and External Competition

About the AFN

The AFN is an advocacy organization that takes direction and fulfills mandates as directed by First Nations in-Assembly through resolutions. As a national advocacy organization for First Nations, the AFN seeks to advance First Nations Inherent and Treaty Rights through the development of policy, public education, and where applicable, the co-development of legislation to build First Nations capacity. The AFN was created out of a desire among First Nations leadership for a strong and effective collective advocacy organization. From this, values such as respect for human rights, diversity, justice, and the sovereignty of each rights-holding First Nation guide the work of the organization.

Position Overview

The Assembly of First Nations (AFN) is seeking to staff the role of Administrative Support. The Administrative Support takes direction from and reports to the Director, Social Sector. The incumbent provides assistance in the development and overall administrative management of the Sector.

Functions & Accountabilities Sector Function

• Perform all general office work, clerical duties, data storage, collection, and processing necessary information for the effective operation of the Sector.
• Organize and maintain the Sector files, records, and database.
• Make travel arrangements for staff and committee members of the Chiefs Committee and Technical Committee by booking flights, confirming hotel reservations, and car rentals.
• Organize meeting arrangements by preparing mail-outs, call packages, assembling information kits, photocopying, and collating information.
• Book meeting facilities for meetings and workshops and ensure all administrative and financial details are recorded, monitored, and contracts are fulfilled and processed in accordance with AFN policy and procedures.
• Maintain copies of accounting records of the Sector.
• File, classify, and organize all incoming correspondence, reports, and studies, and maintain a file index of all correspondence and resource materials.
• Prepare draft correspondence and use mail merging techniques.
• Type minutes, meeting summaries, and proofread correspondence, reports, statements, invoices, forms, and other documents from notes or tape recording devices.
• Open, sort, and route incoming mail.
• Prepare and complete cheque requisitions, purchase orders, and travel expense claims for staff and committee members of the Policy Sector.
• Reconcile budgetary reports produced by Finance with program records.
• Track financial contributions and expenditures of programs.

Team Functions Within Sector

• Attend weekly staff meetings.
• Facilitate cross-divisional coordination of travel and plans.
• Assist in coordinating internal meetings and off-sites, as requested.
• Maintain and schedule appointments and diaries for the Sector staff.

Across Sectors and Organization

• Attend all AFN staff meetings.
• Attend meetings with other AFN departments, government agencies, and First Nations as required.

Communication Function Internal

• Communicate in writing with other AFN departments as required.
• Coordinate the distribution of internal and external correspondence from the Sector.

External

• Serve as a point of contact for external constituencies on matters pertaining to the Director.
• Communicate directly through emails and telephone on behalf of the Director, with government representatives, Chiefs, First Nations, and all other contacts, on matters related to the Director's programmatic initiatives.
• Assist the Director with the planning of the Sector's Chiefs Committees, Technical Committees, and/or Working Groups.

Political Function

• Provide assistance at the Chiefs-in-Assembly (Annual General Assembly and Special Chiefs Assembly) meetings held twice annually in July in different locations and December in the Ottawa area, as required.
• Participate in political rallies as required.

Generic Functions

• Comply with AFN policies and procedures.
• Submit vacation, sick, and special requests through the ESS leave system to the Director.
• Conduct other duties as assigned by the Director.

Who Can Apply

• Successful completion of secondary school and certificate in administrative studies or equivalent combination of education and 2+ years of relevant experience.
• Advanced knowledge and skills performing more complex tasks.
• Advanced interpersonal skills with demonstrated verbal and written proficiency and able to initiate effective interaction and collaboration at all levels and with a variety of individuals.

Competencies

• Strong team player.
• Demonstrated organizational and time management skills with the ability to multi-task and set priorities.
• Attention to detail and demonstrated ability to gather and collate large amounts of information.
• Adaptable and flexible.
• Customer service focused.
• Proficient in English with French as an asset.
• Demonstrated problem assessment and problem-solving skills, demonstrates good judgment with logical resolutions.
• Effective planning and organizational skills for large-scale reports, meetings, and events.
• Knowledge of First Nations aspirations, values, culture, and a good understanding of First Nations issues and concerns.
• Knowledge of AFN philosophy, initiatives, and policies regarding First Nations.
• Knowledge of administrative management, systems development, and operational research.
• Knowledge of concepts and fundamentals of financial management.
• Knowledge of First Nation language or French is an asset.

Diversity Statement

Qualified persons of First Nations Ancestry will be given preference in accordance with s.16(1) of the Canadian Human Rights Act.

Why Work with AFN?

At the Assembly of First Nations (AFN), we value our employees and are committed to fostering a supportive, engaging, and rewarding workplace. When you join our team, you’ll enjoy:

• Employer-Paid Health Benefit Premiums: Comprehensive health, dental, and vision coverage for you and your family, with premiums fully paid by AFN.
• Generous Pension Matching: A competitive pension plan with significant employer contributions to help you build your future.
• Ample Vacation, Sick, and Personal Days: Generous vacation entitlements, paid sick leave, and personal days, plus additional non-legislative time off throughout the year.
• Professional Development Support: Coverage for courses, certifications, and training to help you grow your skills and advance your career.
• Wellness Funds: Annual funds you can use towards fitness, mental health supports, or other wellness-related expenses.
• Modern, Central Location: Our bright, collaborative office is located in the Sun Life Building in downtown Ottawa, with Parliament LRT Station right in the building for an easy commute.
• Convenient Amenities: Steps away from cafes, restaurants, and shops.
• Meaningful Work: Be part of a national organization advocating for First Nations, making a positive difference for communities across Canada.
• Collaborative & Inclusive Culture: Work alongside passionate, dedicated colleagues in a supportive and dynamic environment.

Accommodation Statement

The Assembly of First Nations (AFN) is dedicated to an inclusive selection process and work environment. If you require accommodation during the recruitment process, please advise the Human Resources representative when you are invited to meet regarding this employment opportunity.

While we appreciate all applications, only those candidates short-listed for an interview will be contacted. AFN may cancel, postpone, or revise employment opportunities at any time.