Finance Administrator

4 months ago

Ottawa, Canada Commonwealth War Graves Commission - Canada, Americas and Pacific Area (CAPA) Full time

**About the Organization**:
The Commonwealth War Graves Commission honours and cares for the men and women of the Commonwealth forces who died in the First and Second World Wars, ensuring they will never be forgotten. Funded by six Member Governments, our work began with building, and now maintaining, cemeteries at 23,000 locations all over the world. Today, over a century after we first began, our work continues through our staff, supporters and volunteers who preserve our unique cultural, horticultural and architectural heritage and ensure that the stories of those who died are told.

The Canada, Americas, and Pacific Area (CAPA) of the CWGC covers all of Canada, United States, the Caribbean, Central America, South America and the Falkland Islands (31 countries) in the Canada and Americas Region and another 10 countries in the Pacific Region including China, Japan, Indonesia, Malaysia, Philippines, Fiji, Thailand, Singapore, and Myanmar.  We are responsible for caring and maintaining 72,000 war graves, over 66,000 commemorations, 89 CWGC owned cemeteries and other sites with memorials, stones of remembrance and crosses of sacrifice.

**About the Role**:
As a Financial Administrator, you will be responsible to ensure all CAPA financial transactions, month-end financial data and records are maintained, accurately processed, and reconciled within set guidelines and deadlines. You will be responsible for payroll processing for CAPA as assigned, with specific focus on the 10 countries in the Asia Pacific Region. You will provide financial support to the CAPA Management Team, in line with corporate policies and procedures, as and when directed.

**So that you know what to expect on any given day, you’ll be doing one or a variety of these tasks**:

- Ensure that CAPA meet their Month-End financial transaction reporting into Great Plains within appropriate deadlines, with specific focus on the countries in the Pacific Region.
- Set up all payments onto the electronic banking system for approval and authorization at a higher level.
- Process supplier invoices/credit notes making sure they match and reconcile against Purchase Orders.
- Process payments as required for maintenance contractors and suppliers for approval and authorization.
- Give guidance and support to all staff using the CWGC Purchase Management System (PMS)
- Check, arrange and reconcile submitted travel expense claims in Rydoo and raise any queries or anomalies to the Finance Manager.
- Check, analyze, and enter credit card expenditure on Finance System and deal with queries, concerns and highlight to Finance Manager/Officer where appropriate.
- Chase and follow up on any missing receipts and returns.
- Ensure Area financial transactions are entered and updated in the finance system and reconciled following the month end process.
- Compile, enter and post general ledger journals as required.
- Maintain digital CAPA financial filing system and archiving of statutory records.
- Contribute to the financial onboarding of new hires across the area.
- Assist in other duties in the absence of either the Senior Finance or the Finance Managers.
- Assist in the day-to-day processing of the CAPA global payroll to ensure that all staff are paid in a timely manner and in accordance with existing policies and procedures
- Assist with the reconciliation of the CAPA payroll monthly and investigate and report on any variances.
- Communicate effectively with staff and other CWGC stakeholders.
- Assist with the preparation of financial reports as required and as assigned.
- Assists with the monitoring and financial reporting on CAPA Capital projects as assigned.
- Other office duties as and when required.

Everyone who works for us, or with us, shares our Values, which are formed around our concept of CARE (Commitment, Ambition, Respect and Excellence). We are proud and committed to ensuring we bring this to life every day, for ourselves, each other and those who lost their lives.

**The Qualifications we would like you to bring to the position include**:
**Essential**
- Minimum of a Post-secondary Diploma in Business Accounting or Bookkeeping and/or an equivalent combination of education and experience as deemed appropriate by CWGC.
- Fluent in written and spoken English.

**Experience**
- Minimum of two years’ experience within a financial management environment ideally with an international setting
- Proven ability to work with autonomy, organizing work to meet deadlines, prioritizing demands to successfully execute and complete work.
- Excellent spreadsheet and IT skills, working knowledge of Great Plains would be an advantage.

**Skills and Abilities**
- Self-starter, able to take the initiative in prioritizing workloads and meeting deadlines.
- Results driven, taking responsibility for planning, and organizing assigned tasks.
- Acts with integrity and has high ethical standards.
- Is resilient and flexible even when under pressure and is adaptable and ab

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