Programme Administrator

Posted on 21 February 2013

About WWF

WWF, the global conservation organization, is one of the world's largest and most respected independent conservation organizations. WWF has a global network active in over 100 countries with almost 5 million supporters.

WWF's mission is to stop the degradation of the earth's natural environment and to build a future in which humans live in harmony with nature, by conserving the world's biological diversity, ensuring that the use of renewable natural resources is sustainable, and promoting the reduction of pollution and wasteful consumption. 

Key responsibilities

WWF-Canada is currently looking for a Programme Administrator to join the Global Arctic Program (GAP) in our Ottawa office.  The Programme Administrator plays a key support role within a dynamic team. We are looking for someone who has demonstrated initiative, is a team player, and is interested in supporting the effective delivery of programme goals.

Operations and programme support (approximately 50%):

  • compile and maintain programme workplan and reporting schedules
  • support contract development (e.g. independent contractors, grants, MOUs); maintain and monitor contracts
  • manage online system for recording time and funding allocations ensuring timeliness and accuracy
  • assist with tracking travel-related expenses
  • prepare wire payment requests, process invoices/visa statements, and liaise with accounting department staff
  • enter budget data into accounting software (Prophix)
  • provide support compiling and preparing reports for funders
  • other duties and special projects as required

 Administrative and programme support (approximately 50%):

  • assist Director and maintain the Director's calendar and travel schedule
  • book travel for team and arrange travel visas
  • schedule and organize shareholder group meetings and team workshops / meetings
  • prepare meeting notes and correspondence – emails, letters, brief reports – on behalf of the Director
  • respond to inquiries during Director’s absence and address in a timely and appropriate manner
  • assist with preparation of PowerPoint presentations and speaking notes
  • administrative assistance to the Director and team (i.e. maintain team travel and vacation calendar)
  • other duties and special projects as required 

Key competencies

  • excellent English – both spoken and written
  • excellent French and / or Arctic language – both spoken and written an asset
  • high proficiency in Microsoft office applications, particularly Excel (e.g., ability to manipulate data via pivot tables, create charts and graphs, etc.), Outlook, PowerPoint, and Word
  • ability to prioritize diverse and detail-oriented work in order to meet deadlines
  • ability to engage with colleagues of diverse cultures, languages, backgrounds, and interests
  • capacity to deal with senior level stakeholders and funders/donors through email and telephone correspondence, and in person
  • excellent interpersonal communication skills and problem-solving capabilities
  • strong proofreading skills
  • interest in environmental issues and / or the Arctic
  • understanding of accounting principles (i.e. ability to understand transactions, read and interpret financial statements, etc.)
  • understanding of fundraising practices an asset

Key qualifications

  • university degree
  • 3-5 years experience in a similar position
  • bilingual in English/French is preferred
  • project administration / coordination experience
  • experience working with colleagues in different locations
  • excellent ability to use computer, electronic, and mobile devices
  • some financial / accounting / bookkeeping training an asset

Other Information: 

This is a permanent, full-time position, based in Ottawa.

How to Apply:

Excited about this opportunity because you want to join the WWF Global Arctic Programme? Do you think you are the ideal candidate for this position?  Please briefly tell us why and indicate your salary expectations in your cover letter.

Please quote the job number and title “PA111 (Programme Administrator)” in the subject line and send your cover letter and resume to:  Applications may also be submitted by mail and can be directed to: Human Resources, WWF-Canada, 245 Eglinton Ave. East, Suite 410, Toronto, ON, M4P 3J1.  All applications must be received no later than March 8, 2013.


No phone calls please

We thank all applicants for their interest however we may contact only those candidates selected for interviews.

WWF-Canada is an equal opportunity employer. We welcome diversity in the workplace and encourage applications from all qualified candidates including women, members of visible minorities, persons with disabilities, and aboriginal peoples.