The Inter-Parliamentary Forum of the Americas (www.e-fipa.org) is an independent network that brings together the national parliaments of member states of the Organization of American States (OAS). FIPA is currently looking for a Program Assistant for its Technical Secretariat - located at the Parliamentary Centre in Ottawa, Canada.

I-Summary of Functions

Under the supervision of the FIPA Program Coordinator, the Program Assistant is primarily responsible for providing support to the FIPA team in the administration of the Technical Secretariat and in the implementation of FIPA activities, in particular logistical arrangements. The Program Assistant assists with the preparation and distribution of publications and with communications with FIPA members and stakeholders.

II-Primary Responsibilitie

Program Support and Implementation (40%)

§  Make logistical and administrative arrangements for FIPA meetings and activities, including international travel, local transportation, interpretation services, venues, catering services and audio-visual equipment;

§  Assist with the preparation and distribution of invitations to FIPA activities and follow-up on participation;

§  Prepare and assemble conference materials such as briefing binders, nametags, promotional materials

General Office Administration (40%)

§  Assist with the administration of the FIPA Technical Secretariat, including orders of office supplies and equipment maintenance;

§  Assist with FIPA website updates;

§  Maintain FIPA files (electronic and hard copy archiving);

§  Maintain a database of FIPA members and other contacts;

§  Coordinate the translation of documents and review/edit/format translated documents as required;

§  Assist with the financial administration of operations and designated projects;

§  Answer the main FIPA phone line and respond to, or direct, general information requests about FIPA;

§  Distribute or send incoming and outgoing mail/faxes;

§  Assist with communications and correspondence with Canadian and overseas members and stakeholders of the Forum in FIPA's languages;

Research and Publications (10%)

§  Assist in editing and designing FIPA publications and promotional material, including the quarterly newsletter, and distribute them to member parliaments, Executive Committee members and other stakeholders;

§  Keep abreast of relevant developments in FIPA member countries.

Representation (5%)

§  Receive delegations of legislators and parliamentary staff in Ottawa and travel with delegations, occasionally.

Other (5%)

§  Perform other tasks as requested.

III-FINANCIAL RESPONSIBILITES

The program assistant will assist with the financial management of FIPA operations and designated projects (e.g. preparation of expense reports), under the supervision of the program coordinator and in collaboration with the Parliamentary Centre finance team. These responsibilities will be carried out in adherence to Parliamentary Centre standards and procedures.

 IV-INTERACTION WITH EXTERNAL CONTACTS

The program assistant will interact with various stakeholders including staff and legislators in member parliaments, and officials in key inter-American institutions, government, and donor agencies. Interactions with these stakeholders will serve to

§  Ensure efficient communications and a good working relationship between the FIPA Technical Secretariat and FIPA members and stakeholders, and provide adequate support to FIPA members as required;

§  Promote participation in FIPA program activities.

V-WORKING CONDITIONS AND ENVIRONMENT

This position is based in Ottawa, Canada and may require occasional travel and some irregular work hours.

VI-KNOWLEDGE AND SKILLS REQUIRED

Minimal requirements:

§  College degree or acceptable combination of education, training and experience related to the position;

§  Minimum 2 years relevant professional experience, including experience in event organization and office administration;

§  Fluency in English and Spanish (written and spoken);

§  Working knowledge of French and/or Portuguese;

§  Excellent communication (verbal and written) and organizational skills;  

§  Ability to multi-task and to work under short deadlines and resource limitations;

§  Ability to work in highly politicized environments;

§  Capacity to work both independently and in a small team environment;

§  Advanced proficiency in Outlook and MS software applications (Word, Excel, PowerPoint, Publisher, Access);

§  Canadian citizenship or permanent resident status.

The following will be considered as assets:

§  Knowledge of protocol, and knowledge of political systems in the Americas;

§  Knowledge of Dreamweaver;

§  Availability for travel abroad occasionally.

Please send your C.V. and letter of interest by end of day Monday, November 30, 2009 to the attention of Emmanuelle Pelletier at pellee@parl.gc.ca. The subject line should read: Program Assistant - FIPA.

The Parliamentary Centre is an equal-opportunity employer, offering a competitive compensation and a stimulating, professional work environment. Visit us at http://www.parlcent.ca.

We thank all who apply, but regretfully only those selected for an interview will be contacted.