Senior Administrative Officer Save job Remove saved job

ABOUT THE COMMUNITY

Grise Fiord (Ausuittuq) is a friendly and welcoming Inuit community located on the southern tip of Ellesmere Island, 1,160 kilometers north of the Arctic Circle. We are the northernmost, permanently inhabited community in Canada.

ABOUT THE POSITION

Reporting to the Mayor and Council you will be responsible for the management and delivery of all municipal programs and services in an effective and efficient manner, and in accordance with applicable legislation, Bylaws and policies.

RESPONSIBLITIES

Support to Council

• Oversees the community administration including the management of human resources, finances and public works;
• Ensures Council policies are upheld, bylaws enforced, territorial legislation is followed;
• Ensures that Council is informed on Council Roles, Responsibilities, Conflict of Interest, Procedures and co-coordinating workshops in these areas as required;
• Works with Council to ensure that bylaws are developed, reviewed, passed and kept current;
• Prepares and distributes agenda for Council meetings;
• Attends all Council meetings, records and distributes minutes;
• Ensures that Council meetings and proceedings are duly recorded;
• Provides advice and assistance to Council and its Committees as required. Keeps Council and its Committees informed on local, regional, territorial and national concerns;
• Represents the community at meetings with local, territorial, national and international groups as required; and
• Carries out other duties as directed by Council.

Human Resource Management

• Provides Job Orientation, updates Job Descriptions, and provides regular Performance feedback to ensure that Management and staff understand what is expected of them as Hamlet employees;
• Ensures that a fair and equitable pay and benefits framework is in place ;
• Responsible for hiring, job evaluation, discipline and firing for all positions within the Hamlet Municipal operation;
• Completes annual performance reviews on all Hamlet employees; and
• Encourages training opportunities and personal development for all staff.

Financial Management

• Prepares an annual Hamlet budget as directed by Council within available financial resources;
• Ensures the Generally Accepted Accounting Principles (GAAP) are followed in recording all financial transactions for the Hamlet;
• Ensures that proposals are submitted for any available Government Grants, and other Grant programs, including any submissions required by the Department of Community Services (CS);
• Ensures that the Hamlet payroll is processed accurately, and on time;
• Monitors all purchasing, tendering and related operations to ensure related Hamlet policies are followed;
• Reviews and authorizes payments of all Hamlet invoices;
• Compiles financial information for Council advising them of any potential problems;
• Ensures that accurate and complete monthly financial statements are submitted to Council for approval and then forwarded to the regional office of CS;
• Works with the auditors, providing them with the detailed information they require to process and finalize the audit; and
• Ensures that all community assets are safeguarded and that relevant policies are followed.

Operations Management

• Plans, implements and evaluates services, programs and facilities;
• Keeps adequate records on all operations, programs and facilities;
• Coordinates the delivery of the projects for which grant-funding has been received, as well as all interim and final reporting for the project;
• Oversees dog-control in the community, as implemented by the Hamlet’s Dog Officer;
• Oversees the operation of the volunteer Fire Department, ensuring that fire response is immediate and effective, as implemented by the volunteer Fire Chief;
• Co-ordinates local emergency measures operations (which may be implemented through an Emergency Response Committee) and assists with regional operations as required;
• Regular discussions/liaison with the local RCMP, ensuring awareness of any safety issues that could impact the community, and of the steps taken to address these issues;
• Ensures that the Hamlet’s annual sealift order includes the supplies and equipment required by each Department, and that all items are properly inventoried once received;
• Oversees and/or may be involved in the procurement of mechanical and other parts for the Hamlet’s heavy equipment fleet, and passenger vehicles;
• Responsibility for various Hamlet contracts including Airport Operations & Maintenance, Community Wellness, and the Community Economic Development Officer;
• Oversees the rental and invoicing of the Hamlet’s heavy equipment, other vehicles, equipment operators and drivers to Contractors and others;
• Oversees, and may coordinate the rental of the Hamlet (guest) House to Contractors and others, ensuring the facility is clean and in order for each group;
• Coordinates the rental of the Council Chambers, and of the Community Gym for meetings conducted by local and outside groups including Inuit organizations, and all levels of Government;
• Ensure that the required janitorial services that are provided to the main Hamlet building, Hamlet House, and the Airport;
• May help coordinate/participate in community consultations/information sessions that pertain to marine conservation areas or other projects that may generate adverse environmental impacts;
• Will be involved in Special Events coordination such as Canada Day, Nunavut Day, Christmas festivities, the arrival and hosting of cruise ships, and others;
• Responsible for ensuring the effective delivery of evening Gym time to children of all ages, on a nightly basis, including the functioning of the canteen and associated procurement and pricing;
• Ensures that Hamlet lands administration programs and procedures are carried out; and
• Ensures that business licences, lottery licences and any other licences issued on behalf of the GN or Hamlet are issued accurately and on a timely basis.

QUALIFICATIONS

• A strong background in municipal administration, finance, personnel management and the facilitation of Council meetings is required. Experience with Sage 300 preferred.
• Familiarity with the statutory requirements of the Hamlets Act and related legislation;
• A strong leader. The ability to solve problems, in some cases quickly;
• Good interpersonal and communication skills;
• Ability to manage staff with fairness, and diplomacy; and
• Must be able to adapt to challenges and unexpected demands on a daily basis.

A degree in a relevant discipline is preferred, combined with at least three years of related experience, especially in the north, and in a remote community.

TO APPLY

Please submit your Cover Letter and Resume by email to:

David General (SAO)

Hamlet of Grise Fiord

gfsao@qiniq.com

Phone: 867-980-9959