OFFICE MANAGER

In the context of developing its activities, UM6P Canada, the Canadian branch of the Mohammed VI Polytechnic University, is recruiting an ADMINISTRATIVE AND HR OFFICER / OFFICE MANAGER on a permanent contract.

The position is based in Montreal, Canada.

About UM6P :

Mohammed VI Polytechnic University (UM6P) is an international higher education institution committed to an educational system based on the highest standards of teaching and research in areas related to the sustainable economic development of Morocco and Africa.

UM6P is a research and innovation-oriented institution. With a particular focus on Africa, UM6P aims to position itself at the forefront and to become a university of international renown.

More than a traditional academic institution, UM6P is a platform for experimentation and a source of opportunities. With an innovative approach, UM6P places research and innovation at the heart of its educational project as the driving force of its economic model.

In its research approach, UM6P promotes transdisciplinary, entrepreneurial spirit, and collaboration with external institutions to develop up-to-date and continental-scale science to tackle real challenges.

About UM6P Canada :

Recently established, UM6P Canada aims to become a major player in Research and Executive Education in Canada in fields where it possesses strong and differentiating expertise.

UM6P Canada's primary mission is to promote UM6P's expertise in research, education, and innovation while fostering lasting ties between Africa and Canada.

This initiative aims to actively facilitate technology transfers and partnerships while encouraging a dynamic culture of innovation on the African continent.

Additionally, it seeks to become a leading hub for technological innovation and a catalyst for economic progress in Africa by connecting creative minds and exceptional talents from Canada and Africa.

Join UM6P Canada to be part of a pioneering company, where your contribution fuels our collective growth in a spirit of co-construction and innovation.

Our ambitious project stands out by offering tangible value to the ecosystem established in Canada and Africa. Be a part of experts working in dynamic areas such as agriculture, mining, artificial intelligence, energy, sustainable development, as well as innovation and entrepreneurship.

Work Type : Hybrid, evolving according to UM6P Canada's strategic needs.

Job Description :

As a true arm of management in the daily management of the office and in supporting the team, the candidate will manage the administrative and HR aspects of UM6P Canada.

This is a central role in the management of UM6P Canada in Montreal and HR operations, supporting the company's vision in the short and long term.

UM6P Canada collaborates closely with an external firm that handles accounting and payroll on behalf of UM6P Canada. The Office Manager's role is to oversee the work of the external partner and gradually develop an internal mirror system.

Also, the recruitment process is currently overseen by external teams. The Office Manager will later provide support on recruitment as needed.

Key Responsibilities :

Office Management

• Provide general office support, such as ordering supplies, managing office equipment, and coordinating office maintenance.
• Coordinate with internal and external stakeholders to ensure continuous and reliable service operations.
• Keep an up-to-date inventory of all the structure's assets.

Personnel Management

• Monitor payroll with the external partner and develop internal tracking tools.
• Participate in recruitment efforts by posting job offers, reviewing resumes, and scheduling interviews.
• Keep the HR policies manual and operating processes up to date according to the company's rules and legal developments.
• Coordinate the onboarding processes for new employees, including document preparation and conducting orientation sessions.
• Maintain up-to-date personnel files, attendance records, and performance evaluations.
• Manage employee requests and resolve conflicts (e.g., travel tracking, expense reports).

Company Activities Support

• Provide high-level administrative support to management, including preparing meeting rooms, presentations, and written and telephone correspondence.
• Develop and maintain manual and computerized information filing systems; ensure that key reports (legal, accounting, or other) and other relevant documents, whether paper or electronic, are readily available.
• Develop personalized communication elements, which may include drafting, editing, and distributing communications (e.g.

correspondence, presentations, policies, and procedures).

• Assist in planning and executing company projects, events, and meetings.
• Interface with various external support partners and keep updated reports on administrative interactions with them as well as key deadlines, payments, and deliverables.
• Coordinate and manage special projects assigned by management.
• Conduct research and analysis when necessary.

Administrative Support

• Help plan, coordinate, and implement company events.
• Organize travel, book flights / hotels as needed.
• Help monitor and order office supplies; verify receipt of supplies.
• Correspond with the landlord, cleaners, and other service providers and contractors.

Financial Support

• In collaboration with the accounting firm, process invoices for payment in accordance with company processes and guidelines and supplier agreements.
• Help process A / R and A / P billing.
• Monitor and execute the purchasing, invoicing, collection, payment, and reimbursement processes.
• Implement a schedule for tracking key declarative deadlines (tax or other).
• Gradually implement an internal accounting system.

Assistant to the General Manager

• Support the GM with various administrative tasks, including managing emails, scheduling meetings, coordinating travel, taking meeting minutes, etc.
• Promote smooth working relationships among all staff.
• Follow up on inquiries by phone and email and respond as appropriate.

Qualifications :

• Over 5 years of experience as an office / operations manager, HR generalist, or HR manager.
• Bachelor’s degree or equivalent experience in human resources, business administration, finance, or business management.
• Experience with modern technological applications in human resources, payroll, benefits, A / R, A / P.
• Experience with labor laws, CRA, and taxes.
• Knowledge of HR best practices and compliance responsibilities.
• Strong leadership and interpersonal skills, with the ability to motivate and inspire a team.
• Excellent communication skills in English and French : writing / grammar / spelling, verbal (formal and informal), listening, conversational, and interpersonal.
• Must be able to demonstrate high levels of proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint) and Google applications (Docs, Sheets, Slides).
• Attention to detail and strong problem-solving skills.
• Strong skills in managing and negotiating with suppliers and contractors.
• Exceptional organizational skills and the ability to prioritize multiple responsibilities.
• Ability to maintain confidentiality.

Preferred Qualifications :

Previous experience in opening a new office / structure or in a similar role in a startup is preferred.

Relevant Requirement to Know :

Given the nature of UM6P's mission and its state of development, this position may occasionally require increased availability and mobilization outside regular working hours without additional financial compensation.

Why Join Us :

• To join a company in its launch phase and contribute to its growth in a spirit of co-construction and innovation.
• To be part of a pioneering team committed to creating and maintaining bridges of excellence between Africa and Canada.
• To participate in an ambitious and unique project that adds real value to the existing ecosystem in Canada.
• To engage with global experts on key themes such as agriculture, mining, artificial intelligence, energy and renewable energy, and sustainable development.
• To be part of a team committed to ecological transition issues, fostering talent, and contributing to African economic and social development.

What We Offer in Addition :

• A highly attractive and stimulating work environment, research, innovation, and entrepreneurship.
• Exciting and challenging responsibilities and interesting prospects.
• A "Safe Space" to implement your own ideas.
• Cooperation in a spirit of trust and a dynamic and rewarding atmosphere.
• World-class education offers.
• Competitive and attractive remuneration; competitive benefits and leave packages.
Il y a 2 jours