Administrative Coordinator

Job Posting Organization:
Humanity & Inclusion Canada is a humanitarian organization dedicated to supporting people with disabilities and vulnerable populations in situations of conflict and disaster. Established with a mission to promote inclusion and improve the living conditions of those affected by crises, the organization operates in multiple countries worldwide, focusing on providing assistance, advocacy, and support. With a diverse team of professionals, HI Canada emphasizes collaboration and partnerships with local communities, governments, and other organizations to achieve its goals. The organization values diversity and inclusion, striving to create an equitable environment for all employees and stakeholders.

Job Overview:
The coordinator" style="border-bottom: 1px dotted #007bff !important;">Administrative Coordinator plays a crucial role in managing the internal operations of HI Canada under the supervision of the director" style="border-bottom: 1px dotted #007bff !important;">Executive Director. This position is designed to support the Executive Director in various administrative, financial, logistical, and human resources activities. The Administrative Coordinator is expected to establish and maintain effective relationships with suppliers, partners, and donors, which is vital for the organization's success. The role requires strong organizational skills, the ability to coordinate across multiple sectors, and a keen sense of prioritization in a dynamic humanitarian environment. The position is hybrid, allowing for a combination of remote and in-office work, and is full-time, requiring 35 hours of work per week over five days.

Duties and Responsibilities:

• Assistant to the Executive Director: Organize internal and external meetings, including logistics, agenda preparation, documentation, and minutes. Participate in annual planning, strategic events, and special projects. Prepare, proofread, and format various documents such as presentations, reports, and correspondence. Follow up on management decisions, deadlines, deliverables, and priorities.
• Support governance and the Board of Directors: Plan meetings for the board of directors, committees, and the annual general meeting. Prepare notices of meetings, agendas, board files, and required strategic documents. Follow up on board decisions and deadlines, updating the director registry, governance calendars, and organizational policies.
• Administration and finance: Contribute to budget monitoring, including managing the operating budget. Collaborate with accounting, manage service providers (contracts, payments, invoices), and coordinate with banking institutions for bank reconciliations. Provide support for audits, calls for tenders, and ensure regulatory compliance. Coordinate IT service providers and manage equipment and user accounts.
• Human resources and payroll: Provide recruitment support, including posting job openings, managing emails, and logistics. Coordinate the integration of new employees and handle administrative follow-up. Manage payroll service providers, including leave, benefits, and tax returns. Prepare contracts, conduct background checks, and enforce HR policies.

Required Qualifications:
The ideal candidate should possess a Bachelor's degree or equivalent experience in administration, finance, communications, human resources, payroll, or logistics. They should have experience in administrative coordination, HR and finance management, fundraising, and event planning. Technical skills required include proficiency in payroll systems, fluency in both French and English (written and spoken), and familiarity with Office Suite applications (Word, Excel, PowerPoint), collaborative tools (OneDrive), CRM systems, and databases. Experience in the humanitarian, international cooperation, or philanthropic sector is considered an asset.

Educational Background:
Candidates must have a Bachelor's degree or equivalent experience in relevant fields such as administration, finance, communications, human resources, payroll, or logistics. This educational background is essential for understanding the complexities of the role and effectively managing the various responsibilities associated with it.

Experience:
Candidates should have a proven track record in administrative coordination, with specific experience in managing human resources and finance. Experience in fundraising and event planning is also highly desirable, as these skills will contribute to the overall effectiveness of the Administrative Coordinator in supporting the Executive Director and the organization as a whole.

Languages:
Fluency in both French and English is mandatory for this position, as the role requires effective communication in both languages. Knowledge of Spanish is considered an asset, as it may enhance the candidate's ability to engage with a broader range of stakeholders and partners.

Additional Notes:
This is a full-time position requiring 35 hours of work per week, spread over five days. The role is hybrid, allowing for a mix of remote and in-office work. The salary range for this position is between $45,000 and $60,000, and it is a permanent contract with a start date of April 7, 202

• The organization values diversity and encourages applications from women, Indigenous peoples, visible minorities, ethnic minorities, and people with disabilities. All applications will be treated with strict confidentiality, and only candidates selected for an interview will be contacted.