Job Description

Policy Documentation Assistant

Administration

Kitchener, Ontario

Department

: Administration

Employment Type

: Full-time, 4-week contract with an anticipated start in mid-late January 2026, in-office role

Minimum Experience

: Entry-intermediate level



Job Purpose


Reporting to the Chief Operating Officer, the Policy Documentation Assistant plays a key role in supporting the organization's alignment with Food Banks Canada's Standards of Excellence, a framework that defines best practices for governance, operations, and accountability in food banks. This position focuses on compiling, organizing, and reviewing policies, procedures, and documentation to assess readiness, identify gaps, and ensure processes are clearly documented and accessible.



Responsibilities and Duties


EXAMPLES OF THE ROLE'S RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO:



1. Supporting alignment with Food Banks Canada's Standards of Excellence by compiling and reviewing related documentation:

Reviewing relevant requirements and guidance. Compiling, organizing, and maintaining policies, procedures, and other documentation. Mapping documentation to specific requirements. Identifying gaps, outdated materials, or areas needing clarification. Coordinating with internal teams to collect missing information or updated documentation.


2. Assisting with other tasks as needed to support team and organizational goals.



Location and Hours

The Food Bank of Waterloo Region is located at 50 Alpine Court in Kitchener, Ontario. The role involves in-office work. Hours of work are generally between 8:30 am and 4:30 pm, Monday-Friday, for 40 hours per week. However, to meet the objectives of The Food Bank and commitments to our volunteers, members, and community, some irregular hours may be required. This would include no more than two evenings a week and/or two weekends a month.

Reporting Structure and Working Relationships

The Policy Documentation Assistant reports to the Chief Operating Officer. This role is an integral part of our Administration team. A significant amount of time in this role is spent working independently with insight and support from the Administration and other Food Bank teams.

Minimum Qualifications and Experience

Minimum 1 year of experience working with policies, procedures, documentation, or compliance-related projects. Post-secondary education in business, logistics, supply chain, or a related field is preferred. Proficiency with Microsoft Office products. Experience in supply chain, logistics, or operations is considered an asset. Familiarity with standards frameworks, audits, or similar compliance processes is considered an asset. Experience in the non-profit sector or with issues related to hunger, poverty, or community development considered an asset.
An equivalent combination of education and experience will be considered.



Required Work Capacities (Skills and Abilities)

Physical Requirements

Approximately 80% of time spent on desk- or computer-based work, and 20% on standing, walking, or light physical activity. Minimal bending, twisting, lifting, carrying, pushing, or pulling items, including to/from floor. Performing activities requiring near and far vision, speaking, and hearing. Working primarily indoors in a shared office environment with minimal exposure to warehouse conditions (temperature changes, dust, noise, fumes).

Social, Emotional, and Cognitive Demands

Strong attention to detail and organizational skills, with the ability to manage multiple tasks and tight deadlines efficiently. Exceptional communication skills with the ability to confidently engage with a diverse group of internal and external stakeholders. Sound judgment and problem-solving skills with the ability to effectively work independently. Superior discretion when handling confidential information. Ability to quickly learn and adapt to new policies, systems, and frameworks. Strong analytical skills, with the ability to assess documentation, identify gaps, and make logical, evidence-based connections. Effective collaboration and teamwork, contributing to team goals and organizational culture while maintaining accountability for individual results.


Why Work for Us?

We have a passion to live our vision - a Waterloo region where no one experiences hunger - and are committed to helping obtain and distribute emergency food from our neighbours for our neighbours. Our employees and volunteers are invested in and passionate about the work they do and are inspired to drive thoughtful innovation and growth. We take the work seriously but try not to take ourselves too seriously; we understand the importance of the work we do and teamwork while balancing fun, excitement, and camaraderie in the workplace.


What benefits does The Food Bank offer?


Some benefits and perks provided by The Food Bank of Waterloo Region include*:

Competitive salaries/wages! We're a proud certified Living Wage Employer (Ontario Living Wage Network). We believe that all employees should be paid a wage that allows them to meet their basic needs while also participating in community life. Dental, drug, and supplemental healthcare coverage for individuals, couples, or family. A mental health and well-being focus with short-term counselling and resources provided by our Employee Assistance Program (EAP) and coverage for counselling services. Vision care coverage. An RRSP matching program. A Healthcare Spending Account to cover out-of-pocket expenses and a Lifestyle Spending Account to broaden the range of coverage available to employees. A Bring Your Own Device allowance to cover work-related cell phone use ($ depending on role). Professional dues and association fee coverage. A generous vacation package, paid sick and family responsibility days, paid floating days, and birthday off. Hybrid work environment (where applicable). Closing early on Fridays in the summer. some benefits may depend on employment status, such as full-time permanent employment.*



At The Food Bank of Waterloo Region, we use AI-enabled tools to assess applicants; all decisions are reviewed by a human.

We are an equal opportunity employer. We believe that diverse teams perform better and that fostering an inclusive work environment is a key part of growing a successful team. We welcome people of diverse backgrounds, experiences, and perspectives.

The Food Bank of Waterloo Region is committed to accessibility and to protecting the human rights our job applicants during the recruitment process. Should, at any point throughout the recruitment process, an applicant require accommodation or communication in an alternative format because of a disability, please contact Human Resources at 519-743-5576. We are committed to providing accommodation or alternate formats upon request within a reasonable time in a mutually agreed upon format. This posting is for an existing vacancy. No phone calls please. Only candidates selected for an interview will be contacted.