People & Culture Coordinator

· Waterloo, Ontario
Employment Type Full-Time
Minimum Experience Mid-level

Mennonite Economic Development Associates (MEDA) invites applications for a People & Culture Coordinator to join our dedicated and talented People & Culture team in our mission to create business solutions to poverty!


MEDA’s work is built on a foundation of Mennonite business roots and faith-based values, within the global context of the UN Sustainable Development Goals. We believe business solutions are effective interventions to address poverty. Through a market-systems approach and strategic partnerships, MEDA enables access to finance and provides business and technical expertise to build transformative agri-food market systems that create decent jobs, allowing traditionally excluded groups to become active participants in a sustainable economy. MEDA welcomes all who share our values and want to join us in our mission. To find out more about MEDA, please visit our website at www.meda.org


Position Summary


The People & Culture Coordinator will work closely with the People & Culture division to provide administrative support and coordination across security, administration and human capital departments.  As well, the People & Culture Coordinator will collaborate and support staff across divisions for travel, logistics, security, administration, reception, and resource bookings.


  • Job Status: Full Time, 12 Month Contract
  • Start Date: August 2022
  • Location: Waterloo, Ontario (Hybrid work arrangement available)


RESPONSIBILITIES


Administrative Support (35%) 

  • Administrative support and coordination for security, administration and human capital 
  • Front desk coverage and support on associated tasks as needed, including but limited to opening/closing the office, ensuring meetings spaces are tidy, managing visitors, assisting staff with ad hoc requests, etc.   
  • Front desk support for communications as needed– answer and direct phone calls, forward email messages, collect and distribute incoming mail, arrange for couriers and send all outgoing mail  
  • Waterloo office catering and resource requests 
  • Control ordering publications as requested and maintaining the publication lists on SharePoint 
  • Back up for Office Assistant vacation/leaves 
  • Maintain and support SharePoint site 


Human Capital Coordination (35%) 

  • Perform and support recruitment and onboarding tasks 
  • Support logistics, meetings, administration and bookings  
  • Prepare documents, agendas, HC news posts and presentations 
  • Maintain and update content and formatting of the HC Resource Centre 
  • Support corporate culture initiatives 
  • Manage invoices Support HC team with development and updating of HC processes, resources and templates 


Travel, Visas and Security (30%) 

 

Travel Arrangements and Reconciliation  

  • Maintain travel guidelines and SP site 
  • Support staff in utilizing MEDA’s travel system for travel and accommodation bookings  
  • Ensure staff are utilizing MEDA’s travel systems and that all required information is present – flight itineraries, local accommodations and contacts for each destination; follow up with travelers as needed or for missing information 
  • Organize and support HQ hotel accommodations, ensuring pricing, billing and reconciliation of hotel invoices 
  • Organize and support ground transportation arrangements (HQ) ensuring pricing, pick-up and reconciliation and billing of transportation invoices 
  • Organize and maintain annual travel/trips data, reports and analysis  
  • Manager Priority Passes eligibility and enrollment process  
  • Ensure back-up coverage and training on all procedures related to travel  

 

Visa Support  

  • Provide and maintain Visa application guidelines and processes 
  • Manage the sourcing of Visa services from Corporate Traveler system 
  • Support and provide access to visa advice and expertise for MEDA staff, interns, consultants, volunteers, tour participants and board members (including support during ARPO/staff retreat for travel to Canada and USA)  
  • Maintain files of supporting documents required for visas (i.e. overseas office registrations, expat staff work visas, passports, visa phots etc) 

 

Security Support  

  • Research and notify travelers of security protocols for each of their destinations and coordinate briefings needed with Security Director (ex. COVID protocols, vaccine requirements, risk factors, etc.) 
  • Ensure all procedures are met and travelers have complied with security procedures (i.e. check-ins) 
  • Track fleet of international emergency phones 
  • Register all North American travelers with the Embassy 
  • Provide general support for Security as needed (ex. Security manuals, research, focal point contact, security meetings, etc.) 
  • Ensure the Office Assistant is trained in procedures related to Security as back-up 
  • Maintain and support SharePoint site 


Any other duties and/or requirements as assigned 


REQUIREMENTS


Education: College diploma, or University degree in Business Administration and/or Human Resources or equivalent working experience 


Experience: Minimum of one year experience working in an office environment. Experience working with international embassies and obtaining visas is an asset. Familiarity and experience with travel industry, including bookings, airline and airport codes, terms, requirements and a 24-hour clock is an asset 

  

Additional Requirements 

  • Appreciation and support of MEDA’s mission, vision and values  
  • Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty  
  • Demonstrated proficiency in Microsoft Office Suite, including Outlook, Word and Excel, SharePoint 
  • Superb and proven verbal and written communication skills  
  • Judgement, tact and diplomacy to handle sensitive and confidential matters  
  • Interpersonal skills, problem solving and judgment 
  • Efficiency in organizing and prioritizing several tasks at once  
  • A personable, polished demeanor and team player  
  • Ability to lift and move boxes up to 20 lbs 


MEDA is an equal opportunity employer and accommodations are available during all phases of the recruitment process. We ask that any applicants requiring accommodation make their needs known in advance.

Thank You

Your application was submitted successfully.

  • Location
    Waterloo, Ontario
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level