Administration Office
Assistant

Administrative support

Assist the Manager of Administration with:

• Coordinate translation requests as directed by the Administration Manager, ensuring accurate and timely completion.
• Maintain accurate records and documentation related to operations, purchases, and maintenance activities.
• Travel requests, including booking flights, accommodations, and transportation.
• Ensure travel policies and budgets are adhered to;
• Procurement tasks such as preparing purchase requisitions, obtaining quotes, and processing purchase orders under the guidance of the Administration Manager.
• Conduct regular inventory checks for office supplies.
• Update inventory records and report discrepancies to the Administration Manager.
• Coordinating activities for meetings and events as directed.
• Prepare materials and photocopies as directed.
• Assist in the preparation of reports, presentations, and correspondence.
• Take minutes when needed.

Assist the Manager of Finance with:

• Review and organize vendor invoices.
• Verify invoice details against purchase orders.
• Track invoice approval status.
• Maintain electronic and physical file system.

Assist the Manager of HR with:

• Maintain electronic and physical file system.
• Support the HR team with the recruitment inbox.

Reception of shipments

• Coordinate the reception and dispatch of shipments from the post office and cargo, ensuring accurate delivery to requestors and maintaining detailed records of packing lists.

Other duties and responsibilities 

With the direction of the Manager of Administration, provide to the Executive Director and all managers:

• Clerical and administrative assistance
• Perform other related duties, as required.

Education

• High School Diploma
• A combination of education and experience will be considered

Work experience

• A minimum of 2 years related work experience. 

Knowledge and Skills

• Knowledge of the Isuarsivik Recovery Center’s Mission and Mandate
• Strong communication (both oral and written) skills
• Maintain the highest levels of confidentiality and professionalism
• Good interpersonal skills including the ability to use tact and diplomacy and work under pressure
• Good planning and organizational skills
• Appreciation of the need for accuracy and meeting timeline/deadline requirements is essential
• Some analytical and problem-solving skills
• Ability to use all common office equipment including computer, fax, telephone, mail/stamp machine, photocopier, scanner etc.
• Maintain focus and performance while dealing with frequent interruptions and changes in priorities
• Knowledge of Microsoft Office suite of programs, including Word, Excel and Outlook;

Candidate must be willing to submit to a criminal records check.

***or/willingness to participate in mentorship and training programs to build these valuable skills.

• Employment in Kuujjuaq with regular presence at the Centre.
• Highly competitive remuneration commensurate with experience.
• Access to northern allowances, benefits, and relocation support, in accordance with current policies.