Senior Administrative Officer

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Chippewas of Nawash

Senior Administrative Officer

Dead Line: February 25, 2022

Position Purpose

A. To ensure the effective, efficient and responsible operations of the Administration of the Council of the Chippewas of Nawash Unceded First Nation (CNUFN) by:

• Ensuring the operations are consistent with the vision, mission, management philosophy, Administration, programs, services, projects, budgets, standards and organizational and program policies established by the CNUFN Council.

B. Provides support to the Chief and Council with intergovernmental affairs, political advocacy and support.

Accountability

1. The Senior Administrative Officer is supervised by the Chief and Council.

2. Reporting to the Senior Administrative Officer is the First Nation Operations Manager.

Detailed Responsibilities and Expected Results

1. The effective and efficient delivery of the programs, services and projects of the Administration, as established by the Council by:

• Analysing the overall annual financial need and projected future financial need vs annual revenue and projected future revenue of the organization;

• Ensuring an annual needs-based planning process, with work plans and budgets outlining priorities for each program area, including matters relevant to the Comprehensive Community Plan and the staffing required for implementation;

• Using program evaluations, client feedback, monitoring and reporting systems to assess the quality of the programs and their delivery;

• Initiating and co-ordinating the development and revision of policies and procedures relative to the operational needs of the organization;

• Ensuring that all operations are consistent with CNUFN plans, priorities, policies and applicable legislation;

• Attending Council meetings as required;

• Acting as a Commissioner of Oaths for the First Nation and its members.

2. The efficient, responsible and accountable use of funds and resources allocated to the Administration by:

• Ensuring that all financial decisions and actions are consistent with the directives and policies approved by Council;

• Ensuring consistent compliance with the approved budgets and funding criteria;

• Ensuring the use of monitoring and reporting systems for financial accountability;

• Ensuring the annual auditing process;

• Verifying accounts payable documents (eg. payroll, invoices) and signing cheques as required

3. The efficient, responsible and accountable management of human resources, by:

• Ensuring personnel policies are updated and accessible to employees which address all aspects of employment, including procedures for compliance such as notices of personnel action, approvals, forms;

• Ensuring systems are in place to manage staff compensation;

• Ensuring systems are in place to manage employee payroll and benefits, including staff attendance and leave;

• Ensuring systems are in place to manage the recruitment, hiring, orientation, training, evaluation, promotion and demotion of employees;

• Ensuring systems are in place to record all aspects of employment history and personnel actions in individual personnel files, including: employee information sheets, record of hiring, pension and group benefits registration, employee contracts (if applicable), performance evaluations, staff development and continuing education, disciplinary action, grievances, attendance records, correspondence and any other documents related to the employment history of an employee.

4. Motivated, competent, dedicated and responsible staff who perform at a consistently satisfactory level by:

• Ensuring there are up-to-date, results-oriented job descriptions, work plans and standards to guide the day-to-day work of staff;

• Recruiting and hiring staff who meet qualifications according to job descriptions and interview/assessment protocols;

• Enabling new staff to integrate successfully into the work place through formal orientation and onboarding;

• Ensuring systems are in place to measure staff performance against job descriptions;

• Providing training and other opportunities for continuing staff development;

• Ensuring that staff disciplinary actions and decisions are consistent with approved policies;

• Using an approach to management/supervision of coaching and teamwork;

• Ensuring a climate of open communication among staff on a “needs to know basis”;

• Ensuring there are adequate, safe facilities and equipment for staff.

5. Accurate and prompt analytical services and co-ordination to support the work of the Council, Committees, and the other organizations of the CNUFN by:

• Ensuring a prompt and thorough response to requests of Council;

• Involving Program Managers/Supervisors in discussions with Council/Committees on major matters pertaining to their programs;

• Providing prompt and thorough feedback to departments and staff on decisions affecting their work;

• Ensuring that Program Directors/Supervisors provide full support to their respective Portfolio Councillors, and Committees that is consistent with approved priorities;

• Providing briefing notes and analysis on matters that may impact First Nations;

• Preparing the annual Tobacco Quota allocation for Council review and approval;

• Preparing proposals, requests for proposals, e.g. Wage strategy, Electoral Officer, Strategic Plan;

• Participating in Negotiation Teams as required.

6. Provides political support to the Chief and Council through:

• Monitoring, developing and recommending responses to existing and proposed Federal and Provincial policies, programs and legislative initiatives that affect the Aboriginal Title, rights and interests of the CNUFN membership;

• Conducting and providing research, analysis advice and recommendations on assigned policy, program, legislative or other key issues;

• Preparing speaking notes, briefing notes, position papers, reports, and communication materials on relevant political issues for Chief and Council;

• Attending meetings as required in the community, provincially and nationally;

• Participating on internal, bilateral and/or tripartite committees and working groups as required;

• Participating on external committees and working groups as required.

7. Use strategic and critical thinking to:

• Assess the effectiveness of the Administration against critical success factors on an annual basis;

• Identify potential program funding and initiatives that may assist in achieving the goals and priorities of the First Nation;

• Research, prepare, develop and negotiate funding proposals and applications to advance and promote the strategic initiatives of the First Nation;

8. Ensures accurate and prompt analytical services and co-ordination to support the work of the Council, Committees and departments of the CNUFN by:

• Reviewing federal, provincial or municipal documents and provide briefing notes of key highlights for the Chief, Councillors as well as any potential impacts the initiatives may have on the First Nation and its members;

• Communicating with outside government representatives to understand such proposed initiatives in order to provide accurate briefings to the Chief and Councillors;

• Attending political events, conferences, seminars and meetings to keep aware of issues;

9. Other Duties

• Performing other related duties as assigned from time to time by the Chief or Council;

• During periods of emergency in the community, performing duties in accordance with the Community Emergency Response Plan.

Qualifications

Education and Experience

• Post secondary degree plus 5 years’ experience in progressively more responsible positions in a First Nation setting

• OR Post secondary diploma in a related field plus 7 years’ experience in progressively more responsible positions in a First Nation setting

• OR Grade 12 plus 10 years’ experience in experience in progressively more responsible positions in a First Nation setting

• Experience in the development of legislation, regulations and policy, preferably within a First Nations provincial/territorial organization or First Nations administration;

Knowledge

A demonstrable working knowledge of:

• The various government funding arrangements, programs, regulations and practices relevant to First Nation administration;

• Basic financial management;

• The general issues facing First Nation governance and administration;

• Knowledge of First Nations historical, political and legal issues

• Knowledge of the political structures and practices of CNUFN

• Solid background in computers with specific knowledge of Microsoft Word and Excel

Skills/Abilities

• A proven track record in effectively managing a complex, multi-programmed public administration, or similar experience;

• Demonstrated abilities in key management processes, including: needs assessment, operations and action planning, delegating, problem solving, performance management, responsible financial management, personnel management and development, information management, and win-win negotiations and conflict resolution;

• The ability to lead by personal example and to motivate and develop a capable work force in a fair and effective manner, based on the team approach and consistent with the policies of the First Nation;

• The ability and willingness to make difficult decisions in a timely manner, demonstrating good judgement, respect for organizational policies, and the CNUFN values;

• Critical thinking skills, including the ability to research, analyze and evaluate and make decisions concerning complex information and ideas;

• Ability to articulate verbally and in writing complex information and ideas.

• Ability to work independently and as a member of a diverse team, where relationships are developed and maintained

• Excellent analytical, judgement persuasion and consensus abilities

• High degree of organization, multi-tasking and priority setting skills in a fast paced political atmosphere

• Ability to work a flexible schedule, including evenings and weekends as required

• Willingness to travel

Other Requirements

• Results of a current criminal reference check with Vulnerable Sector Screening

• Valid driver’s license and vehicle

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Senior Administrative Officer