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Finance and Administrative Officer - Small Economy Works

May 12, 2021
Across Canada

About Small Economy Works

Small Economy Works is a social enterprise that works in local contexts deploying training programs and e-learning experiences to catalyze grassroots economic empowerment in communities across Canada. We combine our expertise in entrepreneurial leadership training with cultural hyper localization to create learning programs that are relatable and impactful. 

For the past three years, our work has been focused on remote Arctic communities in Canada, through our local initiatives “Inspire Nunavut” and “Inspire Nunavik”. These blended learning programs have empowered hundreds of young people to improve their livelihoods through starting an enterprise, finding gainful employment, or furthering their education. Through a growing team of 10-20 employees and contractors, we are in the process of expanding our entrepreneurial learning across the Arctic with new programming being launched in NWT and the Yukon, while simultaneously developing new and innovative e-learning projects for an increasingly digital learning environment. 

 

About the Finance and Administrative Officer Role

Reporting to the Operations and Organizational Development Director, the Finance and Administrative Officer will provide financial, operational, administrative and project-related support across the organization. The ideal candidate has a minimum of three years experience working for project-based organizations supported by government-funding initiatives with a focus on entrepreneurial skills development in remote areas/Northern Canada. They have exceptional organizational skills and the ability to work across teams, supporting various operational components of a project life cycle. They also have knowledge and experience supporting organizational operations – HR, Finance and IT – to improve overall organizational efficiency.  

The Finance and Administrative Officer will serve the organization’s  Small Economy Works (SEW)  team, but also work to support various programming locations, including Nunavut, the North West Territories and Yukon. SEW is a small, dynamic and evolving organization where roles and responsibilities are periodically reviewed to meet growth. Therefore, the successful individual must be adept to a changing and fluid environment, and willing to jump in as a team player to fulfill multiple tasks and needs.

 

Main Responsibilities

Finance - 40%

  • Monitor funds to ensure that monies are accurately coded in line with Project budgets and spent in accordance with the respective Donor guidelines;

  • Contribute to regular financial reporting in accordance with internal deadlines and donor requirements

  • Ensure financial transactions are properly authorized, coded and have adequate supporting documentation

  • Support the Director of Operations and Organizational Development and Financial Adviser in ensuring procurement processes are held according to donor procurement good practice guidelines

  • Oversee and ensure proper utilization of financial software and other integrated data storage and payment systems, namely Dext, Quickbooks and Plooto

  • Contribute to the establishment of annual and multi-year organizational budgets, cost allocations, forecasting and planning

  • Prepare reconciliations on an as-needed basis 

  • Maintain meticulous record keeping and filing system

 

Operations and Administration - 40%

  • Builds and oversees organizational inventory and assets 

  • Identifies and builds relationships with new suppliers to improve operational systems for the organization including IT, HR and other related support

  • Coordinates the logistics for project activities, including but not limited to: transportation, accommodation and personnel support; booking venues and catering; and monitoring expense claims 

  • Supports the Director of Operations to identify and rollout new project management processes and potentially new software to better streamline workflows 

  • Provides administrative support to various aspects of the organization including note-taking, presentation building, planning meetings etc. 

 

HR - 20%

  • Supports the Director of Operations and Organizational Development to develop and implement operational policies and processes to meet rapid organizational growth. Specifically, the role will focus on building out new HR, IT, travel, and workplace values/culture policies as the organization restructures and brings on new staff. 

  • Organizes recruitment processes, posting job and consultancy vacancies, sourcing candidates, setting up interviews and coordinating onboarding activities 

  • Tracks and monitors contract dates of staff and consultants, ensures probationary and annual reviews are scheduled in a timely fashion, and that contract negotiations take place ahead of their expiry;

  • Coordinates and tracks employee leave, including sick and lieu days. 

  • Supports the Director of Operations and Organizational Development to maintain confidential personnel records and files 

  • Trains staff on new policies and processes, ensuring people understand organization’s work, culture and expectations

 

Skills & Qualifications

Required

  • Degree in a relevant field including Business Administration, Commerce, Public Administration, etc.

  • Proven experience (minimum 3 years) in supporting operations, and multiple administrative and finance tasks in fast-paced environments (required)

  • Experience working with large government donor contracts 

  • Ability to take initiative to organize time effectively within a range of often conflicting deadlines and competing priorities

  • Excellent attention to detail

  • Skills in Microsoft Excel, Financial Management and Project Management Systems (Quickbooks, Dext and Plooto)

  • Strong written and verbal communication skills in English

  • Experience working within multilingual environments, where English is not the first language

  • Excellent ability to forge relationships at all levels and work across multiple project teams

  • Initiative, enthusiasm, creativity and flexibility with excellent interpersonal skills and team spirit

 

Highly Desired

  • Experience working in Northern Canada 

  • Knowledge and experience of working on youth-focussed or entrepreneurial training, soft skills development, youth made vulnerable

  • Experience successfully supporting projects remotely

  • Curiosity combined with a desire to learn and grow; you're a life-long learner who is willing to explore new tools and approaches

  • Openness, objectivity, and self-awareness; you are collaborative, seeking and sharing feedback and ideas with your peers

  • Strong presentation and facilitation skills; you frame, structure, and present work that is clear and engaging

 

Additional Information

  • This is a remote working position however you must be residing in, and have the right to work in Canada 

  • Working hours 37.5/week

This job is from CharityVillage