International Project Coordinator (Grant-Funded Opportunity)

Updated: 25 days ago
Deadline: ;














About Carleton University

Carleton University is one of Canada's most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university's smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. Carleton is recognized annually as a top regional employer and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence, and Platinum Level Certification for Mental Health at Work. Situated on unceded Algonquin territory and bordered by the Rideau River and historic Rideau Canal in Ottawa, Carleton is just minutes from the heart of our nation's government and G-7 organizations, providing opportunities for staff and faculty to make a positive impact in our community and around the world.

Duties and Responsibilities:

The Project Coordinator will be responsible for liaison with partners and overall administration of the QES-Advanced Scholars West Africa (QES-AS-WA) Project. Reporting to the Principal Investigators, the Coordinator’s broad areas of responsibility will include:

Overseeing administration: The Coordinator will maintain the Project’s “virtual” office and oversee interactions amongst the Institutional partners, manage research funds in conjunction with Carleton’s Research Finance Services Office, coordinate reporting to the Project’s funders, and provide logistical support for QES Advanced Scholars.

Supporting the implementation committee: The Coordinator will be the project liaison and provide administrative services to Carleton University’s PI and faculty, the placement partners (collectively the governing committee), Carleton International and Research Financial Services and the QES West Africa scholars.

Assisting with program logistics: Managing the annual Cohort competition, developing in liaison with the PI and governing committee the cohort programming at Carleton University under the supervision of faculty mentors, and linking the scholars with their Placement Partners, including the letters of invitation for visa purposes in collaboration with the Carleton International, the transfer of funds for all travel and accommodation in collaboration with Research Financial Services and Accounts Payable. During the scholarship and placement while the QES-AS scholars are at Carleton on their short stays, or in placements, support the scholars’ research themes such as grant writing, research networking, and design-thinking. The Coordinator will be responsible for overseeing logistics for these exchanges and events, and where necessary the online delivery of the program as well as the interaction with virtual and in-person placements.

Facilitating the leadership and professional development of QE scholars: The Coordinator will be responsible for interacting with QE Scholars, overseeing the virtual programming and securing placements with suitable research partners.

Assist with CU placements in Sub-Saharan Africa The Coordinator will assist Carleton University’s QE Scholars with logistics leading to a research exchange and placement in one of the placement partner SSA and Canadian institutions aligned with the scholars application.

Networking and communications: The Coordinator will assist with developing project communications, including updating the project website, social media presence, and where communication in French is required, coordinate the necessary translation services. The Coordinator will also facilitate the linkages with key stakeholders to create a thriving Canada-Africa network amongst the new cohort and previous QES cohorts and hosting universities. This is to enable interaction with one other through ongoing inter-year or inter-cohort communications.

Supporting project Governing Committee: Provide full liaison services for the Committee.

Facilitate networking events: The Coordinator will manage QES-AS-WA events and assist the QES-AS-West Africa scholars to participate in the Institute of African Studies partners and community events.

Monitoring and evaluation, and annual preparation of reports for the funders: The Coordinator will monitor and collect data for Carleton University and the funders relating to financial and progress reporting, including the collection of data for the funders’ evaluation.

Manage recruitment of scholars: The Coordinator will be responsible for communicating the announcement of the call, liaise with all applicants and prepare documentation for selection by the governing committee

Other duties: A small portion of the Coordinator’s time (e.g., 5%) will be reserved for Other Duties.


The work requires thorough knowledge of the University operating procedures, good administrative skills, sound judgment, tact and ability to deal effectively with people as well as continuing awareness and sensitivity to other cultures. Competencies include:
• Experience in fostering effective communication within and among groups
• Outstanding interpersonal and organizational skills.
• Ability to prioritize tasks, meet deadlines and manage multiple projects simultaneously
• Detail oriented, resourceful, innovative, flexible, accessible
• Exceptional listening, verbal and written communication skills
• Experience maintaining websites with knowledge of web authoring software such as Wordpress or other HTML program;
• Experience in using word processing, spreadsheet, database and Internet applications and tools
• Ability to work independently, taking initiative, and handle new responsibilities.
• This is not a bilingual position, but French is an asset.

Education and Experience:

Minimum amount of formal education required: The completion of a university degree or the equivalent to three years of post-secondary education but this position is also suitable for advanced PhD and post-doctoral candidates.

Minimum amount of work experience required: Two years of related work experience in a post-secondary environment related to the administration and support of research administration, student exchange programs including program facilitation/delivery, funding, research or mobility programs.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Important Note Regarding Pandemic Related Operations:

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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