Ontario Northern Boreal Finance and Administrative

3 months ago

Thunder Bay, Canada Wildlife Conservation Society Full time

**Position Title**: ONB Finance & Administrative Manager

**Position Type**: Full-time

**Term**: Permanent

**Position Level**: 7

**Program**: Ontario Northern Boreal (ONB)

**Location**: Thunder Bay, ON (Hybrid)

**Date written/revised**: October 2, 2024

**Reports to**: Dr. Constance O’Connor, Director of Ontario Northern Boreal Program

**Supervises**: N/A

**Salary**: $65,000 to $75,000 annually based on experience

**Start Date**: November 25, 2024

***Position Contact**:Dr. Constance O’Connor, Director of Ontario Northern Boreal Program

**Benefits**: 4 weeks’ vacation, Paid sick and Personal emergency leave, Self-care days, Health and Dental care, Life insurance, RRSP match, DEIJA Team, Weekly Wellness sessions, Mentorship program.

**Application Closing Date**: October 17, 2024 EDT

**Position Summary**

The Finance and Administrative Manager is responsible for providing financial and operational support for the Ontario Northern Boreal conservation program operating from the WCS Canada office in Thunder Bay, Ontario. The Ontario Northern Boreal conservation program is a team of ten people working on applied and field-based environmental research (often in partnership with Indigenous communities), making scientific information more widely available, and supporting the next generation of conservation professionals through academic and youth programs. This position will work in close coordination with the Director of Finance and Operations located in the WCS Canada Head Office in Toronto, Ontario.

**Position Objectives**
- Provide effective financial management support for the WCS Canada Ontario Northern Boreal program.
- Provide administration and operational support for the WCS Canada Thunder Bay office.
- Provide support with fundraising and grants management for the Ontario Northern Boreal program.
- Serve as the primary point of contact with the WCS Canada central management, finance, fundraising, and communication teams that operate from the WCS Canada head office in Toronto.

**Principal Responsibilities**
- Support the preparation and updating of annual budgets and work plans.
- Support ongoing budget management, ensuring that program spending against grants is aligned with funding agreement budgets.
- Provide support with the development of budgets for funding proposals, and with preparing funder financial reports to meet deadlines.
- Prepare and submit monthly expense reports, ensuring that all expenses are compliant with internal and budgetary controls, travel, and procurement policies.
- Prepare monthly financial reports, and additional reports as needed.
- Provide support during an upcoming transition period to a new expense reporting platform.
- Manage funding information for the programs in coordination with the WCS Canada Fundraising Team, including tracking information about key dates and deliverables.
- Support the preparation of legal agreements, primarily consulting and other service contracts, including contract modifications as needed.
- Monitor grant and consulting agreements to ensure deliverables are tracked and payments are processed according to agreement timelines.
- Assemble data and prepare periodic and special reports, manuals and correspondence as needed.
- Oversee and coordinate office administrative procedures.
- Oversee and coordinate communication with building manager, in relation to lease and office repairs.
- Provide office management support to the WCS Canada Thunder Bay office, including leasing, services, purchasing, and shipping.
- Coordinate purchasing and ordering of office supplies, field equipment, and other items as needed, following the WCS Canada signing authorization process.
- Lead the organization and inventory of program assets and supplies located in the Thunder Bay office and local storage facilities.
- Provide general IT support and contract external IT support as required.
- Coordinate logistics for meetings, workshops, and events as required.
- Coordinate travel arrangements in support of meetings and fieldwork as required.
- Assist the WCS Canada Finance and Operations team to improve workflows and practices to meet the needs of the Thunder Bay office.
- Support WCS Canada’s goal of transforming WCS Canada’s conservation practice through reconciliation with Indigenous Peoples.
- Contribute to creating a diverse, equitable and inclusive workplace that promotes engagement and belonging.

**Required Qualifications/Skills/Experience**
- 5+ years of experience in comparable support position.
- Experience with financial management including:

- Budget preparation and tracking
- Preparation of expense reports, invoice payments, financial reports, using various software programs.
- Tracking advance balances and assisting with approval and submission of advance and reimbursement requests.
- Experience with effectively communicating complex financial information.
- Experience managing legal documents, including contracts with service provid

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