Program Assistant

Mennonite Central Committee (MCC); Winnipeg; On-site; CAD 42,000 - 62,000; Full time

Job summary

Mennonite Central Committee (MCC) Winnipeg seeks a Program Assistant in the PLDR department to provide administrative and project coordination support, with emphasis on CFGB relationship. The role also assists the Disaster Response Director.

You will manage schedules, prepare correspondence, coordinate meetings and webinars, and help track budgets and reports for CFGB-funded activities, while upholding MCC's commitments to equity and nonviolence.

Qualifications

• Undergraduate degree and 1–2 years of administrative experience.
• Ability to work independently and take initiative.
• Strong organizational skills and attention to detail.
• Strong interpersonal and collaborative abilities.
• Ability to manage competing priorities and meet deadlines.
• Proficiency with email and MS Office.
• English written and oral communication skills.
• Police record check required.

Responsibilities

• Support PLDR processes with administrative tasks and project coordination.
• Assist with scheduling, correspondence, and meeting logistics.
• Coordinate meetings, webinars, and communications with CFGB partners.
• Maintain project and financial tracking information.
• Prepare summaries and reports for donor relations.

Skills

Administrative experience

Organizational skills

English communication

Team collaboration

Education

Undergraduate degree

Equivalent administrative experience

Tools

MS Office

Email proficiency

Job description

Job Synopsis

The planning, learning and disaster response (PLDR) department supports effective program planning, learning, monitoring and evaluation, project funding, and disaster response across MCC. The Program Assistant provides administrative and project coordination support to the department, with a particular focus on MCC's relationship with Canadian Foodgrains Bank (CFGB). The role also provides administrative support to the Disaster Response Director.

Salaried Employee -Full Time at 1 FTE

Qualifications

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Qualifications:

Essential:

• Undergraduate degree and one to two years of administrative experience, or five to seven years of equivalent experience.
• Ability to work independently, take initiative, and follow through on tasks.
• Strong organizational skills with attention to detail.
• Strong interpersonal skills and the ability to work collaboratively.
• Ability to manage competing priorities, adapt to changing demands, work under pressure, and meet deadlines.
• Proficiency with email, MS Office, and related business and communication tools.
• Strong oral and written communication skills in English.
• Police record check

Preferred:

• Basic accounting knowledge.
• Understanding of and interest in disaster relief, sustainable community development, justice, and peacebuilding.

Contact/Relationships: Works regularly with PLDR staff both in Canada and the U.S, CFGB staff, area directors, representatives, and finance staff and other MCC colleagues. Communicates information within the department and represents PLDR’s work to constituents and other organizations as requested.

Supervision: No supervisory responsibilities.

Complexity/Competencies: Coordinates administrative and project information across internal teams and external partners. Work priorities can shift during major disasters and annual planning and reporting periods. The role requires sound organization, attention to detail, discretion, and the ability to respond appropriately to urgent matters.

Independent Action: Works with minimal supervision to manage concurrent administrative and project coordination responsibilities. Uses judgment and discretion when responding to routine inquires direct requests and identifying urgent matters during the Disaster Response Director's absence. Non-routine hours may occur occasionally be required during major disasters.

Initiative and Ingenuity: Identifies and addresses administrative needs, maintains accurate project financial tracking information, and works with the Director to improve administrative and project management systems.

Communication/Interpersonal Skills: Uses clear, professional oral and written communication when coordinating with staff and external contacts. Supports the Director by preparing correspondence and following up on requests.

Mental/Physical/Visual Demand: Requires sustained concentration and attention to detail, when responding to urgent humanitarian crises and disasters.

Main Responsibilities:

Major Responsibilities:

• Management of CFGB Processes (50%)
• Administrative Support (50%)

Duties

Management of CFGB and MCC Project Processes - 50%

• Maintain financial information for MCC's account at Canadian Foodgrains Bank (CFGB) including tracking CFGB project budgets, wire transfers, MCC's equity balance, fiscal year allocations, and project agreements in coordination with the director and sector leads.
• Maintain project tracking charts disaster restricted funds (DRFs), and the Humanitarian Assistance Fund (HAF).
• Process budget addition approvals and funding allocations through Insight.
• Compile equity requests from other CFGB members and coordinate related communications, MCC equity contributions, and the sharing of proposals and reports.
• Support PLDR leads and MCC international program staff with annual budget preparation for CFGB, GHG, HAF, and DRFs.
• Coordinate participation by MCC partners and country staff in CFGB sponsored workshops.
• Prepare and maintain summaries of MCC's CFGB projects for use by communications and donor relations (CDR).
• Maintain partner list for externally funded projects for CDR and human resources.

Administrative Support - 50%

• Support the director with scheduling, meeting coordination, and drafting and responding to correspondence.
• Respond to routine inquiries and follow-up on correspondence in a manner that reflects MCC's beliefs and values.
• Organize meetings, including arranging video conferences, preparing materials, recording minutes, and coordinating refreshments as needed.
• Act as webinar producer for PLDR led webinars such as Program Training Institute and for Intersections.
• Compile partner grant information for MCC Canada's annual Canada Revenue