Office Administration Coordinator

Job Posting Organization:
Doctors Without Borders/Médecins Sans Frontières (MSF) Canada is a humanitarian organization that was established in 197

• The organization is dedicated to providing medical assistance to populations in distress, adhering to the principles of medical ethics, independence, neutrality, and impartiality. MSF Canada operates with a commitment to these values, which guide their work in various countries around the world. The organization is known for its rapid response to medical emergencies and its ability to deliver care in challenging environments. MSF Canada employs a diverse team of professionals who are passionate about humanitarian work and are committed to making a difference in the lives of those in need. The organization operates in multiple countries and has a significant presence in the global MSF movement, which includes numerous offices and missions worldwide. MSF Canada is dedicated to fostering a workplace culture that emphasizes respect, integrity, inclusion, and shared responsibility, ensuring that all employees feel valued and empowered to contribute to the organization's mission.

Job Overview:
The Office Administration Coordinator plays a crucial role in the daily operations of MSF Canada, serving as the first point of contact for visitors, staff, and donors. This position requires a broad understanding of MSF's mission and operations, as the Coordinator is responsible for creating a welcoming and safe environment for all who enter the office. The Coordinator will manage various administrative tasks, including reception duties, onboarding and offboarding of staff, and providing support for events. The role also involves coordinating facilities management, ensuring that the office space is well-maintained and that vendor relationships are effectively managed. The Coordinator will actively participate in the Health & Safety Committee and oversee the office's volunteer program, providing guidance and support to volunteers and interns. This position is integral to the smooth functioning of MSF Canada, and the successful candidate will embody the organization's values of humanity, integrity, and results.

Duties and Responsibilities:
The Office Administration Coordinator will be responsible for a variety of tasks, including but not limited to: administering office systems and services, managing reception duties, facilitating the onboarding and offboarding processes for staff, and providing event support. The Coordinator will coordinate facilities management, which includes overseeing building maintenance and vendor management. Active participation in the Health & Safety Committee is required, along with the oversight of Administration volunteers and interns as part of the office Volunteer Program. The Coordinator will also support and back up the Procurement & Travel Coordinator role as needed. This position requires effective management of multiple priorities, problem-solving skills, and the ability to maintain accurate financial records. The Coordinator will be expected to establish and maintain healthy working relationships with clients, vendors, and peers, while also demonstrating accuracy and attention to detail in all tasks.

Required Qualifications:
Candidates for the Office Administration Coordinator position should possess a strong knowledge of office administration activities and be able to carry out ongoing tasks effectively and efficiently. A solid understanding of facilities management activities is essential, as is the ability to maintain and care for commercial and physical facilities. Knowledge of financial record-keeping processes and methods is also required, along with the ability to maintain accurate records of financial transactions. Candidates should demonstrate a commitment to MSF's principles and be able to manage multiple priorities effectively. Strong problem-solving skills and a service-oriented mindset are crucial, as is the ability to work collaboratively with a diverse range of individuals and groups. Attention to detail and a proactive approach to work are highly valued in this role.

Educational Background:
The ideal candidate for the Office Administration Coordinator position should have a relevant educational background in office administration, business management, or a related field. A degree or diploma in these areas is preferred, as it provides a solid foundation for understanding the complexities of office operations and administration. Additional certifications related to health and safety, first aid, or facilities management may also be beneficial and enhance the candidate's qualifications for this role.

Experience:
Candidates should have a minimum of 2-3 years of experience in office administration or a similar role. Experience in facilities management and financial record-keeping is highly desirable. The successful candidate will have a proven track record of managing multiple priorities and projects simultaneously, demonstrating effective self-management practices. Experience working in a non-profit or humanitarian organization is an asset, as it provides valuable insight into the unique challenges and dynamics of such environments.

Languages:
Proficiency in written and oral English is mandatory for this position, as is proficiency in written and oral French. The ability to communicate effectively in both languages is essential for interacting with a diverse range of stakeholders, including staff, donors, and volunteers. Additional language skills may be considered an asset but are not required.

Additional Notes:
This is an on-site position that requires the candidate to be present in the MSF Canada Montreal office from 9:00 am to 5:00 pm ET, with the possibility of occasional weekend and evening hours. The position offers a designated desk at reception and a workspace shared with administrative volunteers. Benefits for this role include comprehensive group insurance (health, dental, life, AD&D, prescriptions, etc.), a 5% RRSP contribution (no matching required), four weeks of vacation annually, health spending accounts, flexible work hours, and an annual professional development budget. Candidates must be legally authorized to work in Canada, as MSF Canada is unable to support or relocate candidates from outside the country. This vacancy notice is for an existing position and is not intended to create an ongoing candidate pool for future openings. Qualified applications will be individually assessed for this role only.