Are you passionate about great storytelling, about exploring the issues that matter, about pushing the boundaries in new audiovisual experiences? So are we. As Canada’s public producer and distributor, the National Film Board has been telling the country’s stories and pioneering breakthroughs in virtually every field of audiovisual content since 1939. But to do this, we need a team that truly reflects the richness and diversity of Canada. If you’d like to be a part of this team—and part of the NFB’s incredible legacy—we’d love to hear from you.
SUMMARY OF DUTIES
Works in an administrative capacity to coordinate the documentary production activities at NFB’s Halifax office of the Eastern documentary Unit.. Assists the production team in all aspects of research, development and production associated with a project, including: production budgeting, scheduling, contracting and preparation of rights clearances and documentation. Liaises with NFB producers, directors, co-producers and crew to collect, track and coordinate distribution of necessary documentation, information and materials. Navigates a range of complex computer systems and administrative processes to prepare, plan, maintain, update and verify accuracy of contracts, invoices and expense claims in accordance with NFB standards.
MAIN RESPONSIBILITIES
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Actively verifies financial commitments (including revenues and expenses), enters data into the financial system, and reconciles actual costs with budgeted costs.
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Prepares purchase orders, makes service calls and follows up on these, including related payment of invoices or as stipulated in contracts, collective agreements, etc.
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Responsible for welcoming filmmakers at the beginning of projects and, where necessary, ensures they are set up in NFB offices (workspace, furniture, computer) and provides production teams with information related to procedures, standards and processes in effect within the NFB.
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Together with the line producer, works with production teams to continuously keep production systems and schedules up to date using the relevant tracking tools (e.g., Shotgrid).
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Coordinates and verifies all travel arrangements for the production team, including transportation, accommodation, vehicles, excess-baggage tickets and advances on travel expenses and claims.
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Coordinates the rights-clearance process in accordance with current directives; follows up on contracts, licences and payments, in accordance with the NFB’s Minimum Rights Policy.
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Assists the production team in preparing research, development and production budgets.
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Collaborates in planning, organizing and coordinating activities related to production, pre-production and the completion of projects (shoots, studio bookings, recording sessions with actors and musicians, coordinating meetings, welcoming people, etc.).
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Collaborates with production teams in tracking activities scheduled in the production calendar, including expected deliverables, major milestones and technical requirements:
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Participates in assembling production teams, handles preparation and coordination of contracts;
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Organizes production meetings, assists in coordinating the production team, ensures filming locations, vehicles and permits are obtained and confirmed, and drafts and distributes call sheets;
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Works in close collaboration with the producer to draft credits according to contractual obligations and to ensure required approvals are obtained in compliance with established processes and guidelines;
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Acts as a liaison between production teams, Technical Resources teams and others to coordinate and follow up on various post-production deliverables (screening theatre bookings, procuring files, etc.);
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Coordinates and administers purchases required for production, including equipment rental or software acquisition, and according to requirements;
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Regularly provides progress reports, verifies and controls production expenses, and participates in cost-review meetings to reconcile accounts.
REQUIRED TRAINING, KNOWLEDGE AND EXPERIENCE
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College diploma in business administration or media production;
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Minimum of five (5) years of relevant experience or an equivalent combination of education and experience;
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Good knowledge of Scales Agreements with artists’ unions, and ability to provide recommendations on applying them;
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Good knowledge of business affairs, rights and production budgeting and monitoring;
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Knowledge of artistic, editorial, technical and administrative activities associated with the production of a documentary or animated film;
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Experience using a variety of project-tracking software (e.g., Shotgrid, Smartsheet) and visual presentation and collaboration tools (e.g., MS Office);
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Good knowledge of basic accounting principles and computerized financial systems (i.e., Purchase Order/Project Accounting/Accounts Payable modules);
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Proficiency in English (written and spoken).
SKILLS REQUIRED
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Strong sense of priorities, ability to work under pressure; autonomy, organizational skills, attention to detail, good judgment, and initiative;
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Recognized ability to find effective solutions in stressful situations;
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Excellent interpersonal skills and collaborative spirit;
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Flexibility in managing frequent and unpredictable changes and ability to work on multiple projects simultaneously while meeting deadlines.
The NFB is committed to building a skilled, diverse workforce that’s reflective of Canadian society. It promotes initiatives such as employment equity and encourages candidates to voluntarily indicate in their cover letter if they are a woman, a member of a First Nations group, Inuk, Métis, a person with a disability, or a member of a visible-minority group.
The NFB is also committed to developing inclusive, barrier-free selection processes and work environments. Feel free to advise us of any accommodation needs.
Please note that only applicants selected for an interview will be contacted.
