Are you an experienced finance and administrative officer, looking for a change? Are you keen to use your skills to help make the world a better place?
The SecDev Foundation — a not-for-profit organization based in Ottawa that supports vulnerable populations around the world — is looking to recruit a qualified Finance and Admin Officer to play a key role in the smooth administrative functioning of our grant-based work.
The SecDev Foundation operates globally — with civil society networks, industry and governments — to help communities pursue digital opportunity, safety and citizenship. We work to ensure all of our partners and beneficiaries — especially women and youth — have the skills and knowledge they need to protect themselves from digital harm, and become great digital citizens.
The position we have available — a full-time Finance & Administrative Officer — will serve as a trusted member of a three person admin team. Working closely with the Financial Controller (FC), you will ensure the smooth operation of finance and general administration for various grants, programs, and the organization writ large.
The winning candidate needs to be meticulous, flexible, discreet, have experience handling sensitive data and take pride in the efficient delivery of core administrative and compliance work. While less experienced candidates will be considered, the ideal candidate will have a more mature outlook and be interested in a position that matches their mid-to-long term or post-retirement career goals. (Less experienced candidates may be considered for part-time finance and admin support work, so please do apply).
Position type: Full-time, 12 month contract, with strong possibility of extension based on performance and fit.
Working hours: In office, 37.5 hours per week – Monday to Friday.
Compensation: Remuneration is based on qualifications and experiences. Generous fringe benefit includes paid vacation, professional development, Group Health Plan, Group Pension Plan, and free parking.
- Assist FC with A/R, A/P, Payroll, Financial Reporting and ad-hoc duties as assigned.
- Assist in the audit process by preparing packages, pulling required files, and answering questions. File and organize audit documents.
- Responsible for Quickbook data entries and bank and credit card reconciliations.
- Receive payment & reimbursement requests, create payment packages, collect signatures, setup payments in bank. Complete all payment transactions in accounting software.
- Reconcile and prepare reimbursement packages.
- Check the bank account daily to confirm the outgoing payments and identify issues, if any. Call bank representatives to identify the issues as needed, and make the FC and PMs posted on a timely manner.
- Update FX tracker daily and monthly per company policy.
- Check the bank account daily to identify incoming funds and notify FC immediately on receipts. Download, file, and reconcile bank and credit card statements for all projects.
- Monitor credit card balance and pay credit card on time.
- Maintain multiple financial workbooks including payment tracker, project subcontractor projection, etc.
- Maintain financial filings both physically and electronically, ensuring the records management meets the requirements of auditors and Foundation’s policy.
HR & Admin (50%)
- Maintain the fixed asset log and review the status of the fixed assets annually.
- Maintain online and offline filing systems.
- Ensure all required vetting and due diligence for subcontractors completed with every transaction and the Preferred Vendors list is kept up-to-date.
- Ensure proper filing of subcontractors and tracking matrices are kept up-to-date.
- Purchase supplies as required and keep receipts for credit card statement reconciliations.
- Support travel booking and coordination, as required.
- Follow all grant and organizational policies and procedures, and help all staff do the same; may include research and support for compliance and new policy development.
- Ad-hoc administration duties as assigned. Including but not limited to: sorting incoming/outgoing mail and courier deliveries, preparing and sending outgoing faxes, writing cheques, bank deposits, procuring project supplies, western union payments, copy-editing and formatting, and any other duties assigned.
- Support in recruitment processes by entering applicants into a database, upkeeping job ads, and anything else required.
- Contribute to the overall success of the organization by working in a team environment.
Key skills/abilities required:
- Diploma/certification in accounting, finance, or related fields (related experience combined with training may be considered)
- Minimum 3-5 years related experiences
- Meticulous, with a high level of attention to detail.
- Experience handling sensitive data.
- Competency and efficiency with routine bookkeeping and administrative work.
- Proficiency in Quickbooks, Microsoft Office, and quick learner.
- Efficient communicator with non financial staff.
- Demonstrate good time management skills – ability to plan, prioritize, and organize work to meet deadlines.
- Organization skills to maintain sound filings both paper and electronic based.
- Good judgment and interpersonal skills. Be able to work well independently and in a team.
- Must be flexible and have sound problem solving skills.
Preference given to candidates with:
- Experience with supporting external Audits.
- Experience working in the non-for-profit sector.