Finance and Administration Coordinator

5 months ago

Ottawa, Canada CARE Canada Full time

**About CARE**:
CARE helps women and girls in developing countries lift themselves and their families out of poverty and out of crisis.

We bring people together to end inequality. Not just for one person, but a whole community. Not just for now, but for a lifetime and across generations. We develop solutions with women and girls and their communities to tackle the big issues facing them like climate change, economic empowerment, food security and emergency relief in times of crisis or disaster.

**About the role**:
**Finance and Administration Coordinator**
- Humanitarian Coalition

***

**Location**:

- The position is based in Ottawa, up to 80% work from home, a minimum of 20% in office arrangement. With occasional travel to Toronto, Montreal or other locations as required.

**Position Type**:

- Full-time** **(37.5 hours per week) contract for one year, with the possibility of renewal.
- Starting range for this role is $ 50.000 - 55.000

**The Organization**:

- The Humanitarian Coalition (HC) brings together 12 leading aid organizations to provide Canadians with a simple and effective way to help during international humanitarian disasters.
- Humanitarian Coalition members include: Action Against Hunger, Canadian Foodgrains Bank, Canadian Lutheran World Relief, CARE Canada, Humanity & Inclusion, Islamic Relief Canada, Médecins du Monde, Oxfam Canada, Oxfam-Québec, Plan International Canada, Save the Children Canada, and World Vision Canada.
- Member agencies join forces to raise funds, partner with the government, and mobilize media, businesses and individual Canadians. Together, we are saving more lives.

**Position Description**:

- Reporting to the Executive Director, the Finance and Administration Coordinator provides support to the Humanitarian Coalition team in the following areas: coordinating agendas, minutes and logistics for Board and Committee meetings; financial tracking and reporting in collaboration with external bookkeeper; general inquiries and correspondence; technical support with cloud-based network, equipment and e-filing; general office management and other duties as required.
- The Finance and Administration Coordinator will work in close collaboration with HC colleagues and members to develop and carry out the HC’s overall strategic plan.

The position requires advanced communication skills (written and oral) in English, along with conversational French.

**Responsibilities**
**and Duties**

Coordination and Support for Meetings
- In collaboration with colleagues, ensure all stakeholder meetings (Board, Committees, HC Assembly, other) are scheduled and prepared in advance, including all technical and administrative logistics.
- Assist in preparing and distributing agendas and meeting packages
- Record meetings and produce and distribute high-quality minutes
- Assist in tracking key actions, outcomes and deliverables arising from meetings
- Financial Tracking
- In collaboration with 3rd party bookkeepers, ensure financial tracking in Quick Books is up to date
- Ensure all invoices are properly documented and processed in a timely manner.
- Verify account balances, arrange transfers as needed and manage cheques or electronic fund transfers.
- Monitor use of HC credit card and arrange for authorized purchases as required
- Assist with donation reconciliation as required
- Assist in preparing and monitoring the HC budget
- Assist with annual audit and quarterly updates
- Public Inquiries
- Ensure office phone system is properly set up and managed
- Answer calls from donors and general public and respond as appropriate
- Technical Support
- In collaboration with external resources or supports, ensure the proper set up and functioning of HC Office 365 accounts.
- Ensure HC cloud-based file management system is properly set up and maintained, including regular backups.
- Assist HC colleagues in problem-solving computer-related access or functional issues
- Acquire and ensure set up of new hardware and software as required
- General Administration
- Ensure readiness for HC joint appeals, and collaborate with HC staff and members in outreach and mobilization during humanitarian crises;
- Ensure HC procedures and policies are updated as required.
- Special event or activity support as required
- Develop and maintain effective working relationships with all stakeholders within HC member organizations.
- Promote harmonious and productive working relationships as a member of the HC team, supporting colleagues in meeting our collective goals and targets.
- Ensure HC office space is properly set up and maintained.
- Other duties as assigned.

**Education & Experience**:

- College graduate (relevant education such as Office/Business Administration preferred);
- Minimum of 5 years of working experience in administration support;

**Skills & Competencies**:

- Proficient with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, Teams), as well as Quick Books (or equivalent), databases, c

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