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Finance & Administration Coordinator - CARE Canada

Apr 22, 2021
Ottawa, Ontario

Finance and Administration Coordinator


  • The position is based in Ottawa, 80% work from home, 20% in office arrangement. With occasional travel to Toronto, Montreal and other locations as required.

  Position Type:

  • Full-time (37.5 hours per week) contract for one year, with possibility of renewal.
  • Salary commensurate with experience and qualifications.

  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 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 and 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 and French, although the HC’s primary operations are in English.

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

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 organisations.
  • Promote harmonious and productive working relationships as a member of the HC team, supporting colleagues in meeting our collective goals and targets.
  • 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 and French
  • 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
  • 80% work from home, 20% in office arrangement
  • A family friendly environment
  • Cross organizational connections
  • Amazing colleagues who are very committed to the Humanitarian Coalition’s mission

How to Apply:

  • All applications should be made online by April 21, 2021.
  • 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.
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