Science, Climate and Energy Assistant – Part Time

Job title: Science, Climate and Energy Assistant – Part Time

Job description: 1

Main Purpose of Job:

The British High Commission Ottawa has a vacancy for an Assistant to work with the Science Climate and Energy Team. The role is part of the global UK Science and Innovation Network (SIN), but you will also provide support to the Climate and Energy team. Based out of Ottawa, the role will provide administrative and project support to the team based across all five offices of the UK in Canada network (Montreal, Toronto, Ottawa, Calgary and Vancouver).

Science, Tech, Climate and Energy are an ever-growing part of the UK-Canada relationship with both governments committed to working in partnership with one another and setting the global agenda through the G7 and other high ambition policy groupings. The successful candidate will be a crucial link in a 10-person team enabling delivery of Science, Climate and Energy objectives related to global challenges and opportunities, and the work of the High Commission more generally.

We are looking for an energetic individual who can support the team’s activities and improve our ways of working. As the Assistant, you will be the glue that keeps the team together. You’ll help ensure the team’s activities are well planned, oversee management of small but impactful project funds, and track the team’s budget. On occasion, you will support the delivery of projects led by team members. You will also arrange travel and handle logistics associated with team activities and planned events. By managing the team’s contact lists you’ll be the person who knows who the important folk are.

This is a great opportunity for anyone with an interest Science, Tech, Climate and Energy and/or foreign affairs.

Roles and Responsibilities:

• Support the delivery of projects and events aimed at facilitating collaboration between Canada and the UK in the fields of science, innovation, climate and energy.
• Oversee the team’s administrative processes and improve ways of working where necessary.
• Track and monitor the team’s budget and project finance.
• Provide support on finance processes such as payment processing, contracts and invoicing, ensure all year-end finance deadlines are met.
• Track and monitor the team’s progress, working with the Head of Team to ensure projects are running to agreed project plans.
• Report on the team’s project progress to central funding teams, ensuring activities are recorded in a timely and accurate manner.
• Support the organisation and write-up of Science & Innovation workshops, conferences, public lectures, receptions and meetings.
• Support the team to deliver visits of groups of UK government officials and scientists, arranging travel programmes and itineraries.
• Manage team’s online documents, including managing the shared area filing system, co-coordinating team meetings and overseeing the team’s shared calendar.
• Support the SCE team with desktop research and reporting as required.
• Provide other administrative and events support as necessary.
• Contribute to wider corporate objectives to help make the UK in Canada network an even greater place to work.

Resources Managed:

The team have project funds exceeding CA$140,000 with further funding proposals under consideration. Whilst not responsible for expenditure, you will have a key role in supporting the team’s planned activities, forecast spend, and track expenditure.

Essential qualifications, skills and experience 1

• Comfortable working with finances and budgets.
• Excellent written and oral communication skills.
• Attention to detail.
• A positive and flexible team player able and willing to perform a wide and diverse range of tasks as required.
• Strong IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams) and familiarity with IT packages for webinars.
• Must have the legal status to live and work in Canada.

Desirable qualifications, skills and experience 1

• Knowledge and interest in science, technology, innovation and climate change.
• At least 1+ year’s work experience supporting small to medium size team in a similar capacity
• Experience in supporting event planning, logistics and delivery.
• Project Management experience
• Experience of working in a remote team across multiple time zones

Required behaviours 1

Changing and Improving, Delivering at Pace, Communicating and Influencing, Working Together

Application deadline 1

3 March 2024

Grade 1

Administrative Officer (AO)

Type of Position 1

Part-Time, Full-time

Working hours per week 1

22.5

Region 1

Americas, Caribbean & Overseas Territories

Country/Territory 1

Canada

Location (City) 1

Ottawa

Type of Post 1

British High Commission

Number of vacancies 1

1

Salary Currency 1

CAD

Salary 1

$2,855.97 monthly

Start Date 1

6 May 2024

Other benefits and conditions of employment 1

Learning and Development Opportunities:

The British High Commission offers a strong package of L&D opportunities including an induction to working for us. We are committed to active, constructive line management. Additional L&D opportunities will be available and encouraged, with flexibility for the incumbent to seek his/her own opportunities of interest, subject to approval by the line manager.

Specifically, for this role, there are opportunities to:

• improve skills in writing, record management and project delivery.
• develop awareness of key policy areas within the team
• Develop/improve skills in other areas of interests where they are in support of corporate objectives.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.

Working Patterns:

The British High Commission encourages consideration of flexible working practices requested by its staff. The British High Commission expects its personnel to work in the office 60% of time to encourage teamwork, innovation and shared sense of purpose.

This is a part-time role of 22.5 hours a week and a variable working pattern can be agreed with the successful candidate on how this could be fulfilled. That said, the role will require at least one afternoon a week to support team members working on the West coast.

Additional information 1

Must have the legal status to live and work in Canada. Applicant is expected to appear in person for approx 60% of week but working from home is permitted and encouraged when realistic to do so. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

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