Finance and Administration Coordinator (Humanitarian Coalition)


Job Description


Finance and Administration Coordinator (Humanitarian Coalition) Ottawa, ON, Canada Req #242 Thursday, April 20, 2023

Finance and Administration Coordinator

Humanitarian Coalition


  • The position is based in Ottawa, up to 80% work from home, 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 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.
      • CARE Canada is a founding member of the Humanitarian Coalition and administers Human Resources on behalf of the Coalition. Visit for more information.

        Position Description:

        • Reporting to the Director" id="link" class="link">Executive Director, the Finance and Administration Coordinator provides support to the Humanitarian Coalition team in the following areas: coordinate 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
              • Support Donor Relations Officer in managing general email inbox as required

                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, cloud-based computing and various Intranets.
                        • Advanced communication skills in spoken and written English, along with conversational French capacity
                          • A self-starter and problem-solver, able to work with minimal supervision, as well as a strong team player committed to the mission and values of the HC;
                            • Advanced organizational skills and ability to multi-task;
                              • Excellent customer service, relationship management and interpersonal skills;
                              • Ability to handle sensitive and confidential information appropriately and with discretion.
                              • Cultural sensitivity, empathy, and ability to work under stress;
                                • High level of professionalism and drive, with an infectious enthusiasm and passion for delivering results;
                                  • Knowledge or experience of international development or humanitarian work;
                                  • Availability for occasional travel.

                                    What We Offer:

                                    • Generous leave entitlements
                                    • Flexible work hours
                                    • Up to 80% work from home; minimum 20% in office arrangement
                                    • A family friendly environment
                                    • Cross organizational connections

                                      How to Apply:

                                      • All applications should be made online by May 4, 2023
                                      • All applicants must be eligible to work in Canada. We thank all applicants in advance, however, only those selected for an interview will be contacted.
                                      • The Humanitarian Coalition is committed to employment equity, welcomes diversity in the workplace and encourages applications from all.

                                        The Humanitarian Coalition is committed to employment equity and building a more diverse, equitable, and inclusive workplace. Research shows that women and other marginalized folks tend to apply to roles only when they meet all the criteria outlined in the posting. If you're excited about this role but don't have experience with each and every qualification, we encourage you to apply. Let us know in your application if you have a non-traditional background and how your experience maps to the role you're applying for. Recruitment-related accommodations for persons with disabilities are available on request.

                                        The Humanitarian Coalition has a mandatory vaccination policy currently in place with accommodations based on the Ontario Human Rights Code.

                                        As part of the Humanitarian Coalition commitment to preventing sexual harassment, exploitation and abuse, we conduct reference checks on all final stage candidates in line with the Interagency Misconduct Disclosure Scheme. By applying to this role with the Humanitarian Coalition, you are giving us consent to contact your previous employers to seek information in line with this scheme.

                                        Other details

                                        • Pay Type Salary
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