SUMMARY
Reporting to the Program Manager, the Program Officer (PO) is responsible for proactively searching the Catalyste+ database and matching Catalyste+ Advisors (CAs) to assignment requirements for our programs. The PO provides excellent customer services to CAs while preparing them for their assignments and ensuring the smooth deployment including pre-assignment debrief and post-assignment feedback. The PO will work closely with Program staff, CAs and In-Country Team (ICT) members in the day-to-day delivery of assignments and other ad hoc duties. This position is preferred to be based in either Toronto or Montreal. However, qualified candidates based anywhere in Ontario, Quebec, British Columbia or Northwest Territories will also be considered.PRIMARY RESPONSIBILITIES
PRIMARY RESPONSIBILITIES
Assignment Recruitment
- Sources and recruits suitable CAs from the Catalyste+ database to ensure all assignments are filled with the most suitable CA within the targeted time
- Develops a pool of qualified CAs in advance of need based on program work plans and forecasts
- Continually researches database against current and future assignment needs
Volunteer Engagement & Deployment
- Provide excellent customer service and administrative support to CAs in preparation for their assignments;
- Partner with Catalyste+’s travel agency to ensure best available travel is booked for CAs and Global Affairs Canada (GAC) compliant;
- Assist CAs to obtain travel visas, ensure travel documents are valid and that CAs have completed all the necessary forms prior to their departure as required (i.e. medical forms, waivers, expense advances, etc.) through Catalyste+'s online system;
- Communicate with Catalyste+ ICT members and Program Managers (PMs) as needed to coordinate CA travel logistics;
- Provide detailed pre-departure briefing to CAs around ICT members, local customs as required, logistics and assignment preparation;
- Prepare assignment advance requests and liaise with the Accounting department to ensure timely processing of pre-departure expenses;
- Ensure CAs have completed their pre-departure online compliance training modules;
- Manage post-assignment documents collection from CAs, (i.e. expense claims, timesheets, work plans) and follow-up on overdue items;
- Enter all necessary documentation into the database (QuickBase) and ensure all information is up to date;
- Review the Catalyste+ Advisor Feedback Form (CAFF) after each assignment for quality assurance and follow-up with CAs for de-briefing purposes when necessary;
- Gather feedback from ICT’s (and/or Program staff) around CA performance quality to provide additional feedback to the CA post-assignment;
- Other duties as assigned.
SECONDARY RESPONSIBILITIES
- Contribute to special projects related to client service, CA recruitment and deployment;
- Contribute to the development of new forms and processes to constantly improve the volunteer experience;
- Regularly meets with Program staff to stay informed on assignments and CAs actions in the field;
- Promotes exchanges of information and ideas between Catalyste+ staff in Canada, In-Country Teams and Catalyste+ Advisors
- Assist, as required, in CA misconduct incidents;
- Respond to general inquiries regarding Catalyste+’s programs and services;
- Support, as required, the PM in engaging and contracting a limited number of consultancies/consultants to complement the assignments conducted by CAs;
- Support, as required, the PM in developing content for reports and marketing/public engagement materials.KNOWLEDGE AND SKILL REQUIREMENTS
KNOWLEDGE & SKILL REQUIREMENTS
- University degree in International Development, Human Resources Management / related field or 1-3 years of relevant experience in international or administrative programs;
- Experience working with volunteers in the not-for-profit sector is an asset;
- Excellent written English skills required;
- Excellent customer service skills;
- Strong interpersonal awareness and analytical skills;
- Culturally sensitive and capable of preserving confidential or sensitive information
- Able to readily adapt to change, multi-task, coordinate and prioritize day-to-day workload to meet tight timelines;
- Able to manage high volumes of emails, calls and data management;
- Able to work proactively and independently;
- Strong research skills and ability to produce reports and summary of findings
- Proficient in Microsoft Word, Excel, Outlook and database management
- Knowledge of RBM and other participatory methodologies
- Knowledge of French or Spanish is an asset.
WHAT’S IN IT FOR YOU
- Rewarding and meaningful work environment
- Work/Life balance; remote or hybrid work and flexible schedules
- Comprehensive Health Benefits plan
- Mental Health & Wellness Programs
- Internal training & development events
- Mentorship program
- Innovative, collaborative & creative work environment
- Competitive base salary
- General time-off policies
- Holiday office closure
- Value diversity and inclusiveness
To apply for this position, please visit the link below.
https://catalysteplus.bamboohr.com/careers/28?source=aWQ9MjY%3D
Application deadline: March 14, 2025
Catalyste+ is an employer who subscribes to the principle of equal access to employment.
We thank all applicants for their interest, but only those selected for an interview will be contacted.