Administrative Assistant, Program and Volunteering

THE OPPORTUNITY

The Program and Volunteering Administrative Assistant position is key in providing vital administrative and financial services to both the Volunteer Mobilization Team and the overall program department in Canada. It requires a highly organized, meticulous person and a team player that can balance efficiency with strong attention to detail to ensure smooth workflows across multiple administrative steps and team members. This position reports to the Manager, Volunteer Mobilization and closely supports other managers and the Program Director.

HOW YOU WILL MAKE AN IMPACT

Management of Administrative and Financial Tasks for the Volunteer Mobilization Team (60%)

  • Manage payment requests for volunteers diligently, ensuring swift processing within the scheduled timeframes, in accordance with Crossroads’ policies, as well as the established conditions and rates for volunteers.
  • Calculate and coordinate the monthly payment allowances for volunteers ensuring adherence with Crossroads policies, volunteer conditions and rates.
  • Prepare monthly credit card reconciliations for the Volunteer Mobilization Team, with accurate financial documentation.
  • Prepare monthly payment requests for the Volunteer Mobilization Team’s service suppliers (e.g., travel insurance provider, MyBackCheck, travel clinic, etc.) and ensure accurate financial documentation.
  • Translate simple documentation (e.g., letters, memos, emails, etc.) between English and French
  • Assist in coordinating volunteer activities, including orientations, training, and evaluations.
  • Maintain up-to-date records on volunteers.

Administrative and Financial Support to Program Management (35%):

  • Support meeting preparation, including logistics, schedules, communications, invitations, material preparation and filing.
  • Support travel arrangements for staff and consultants within Canada and internationally.
  • Assist in planning, organizing, and implementing program activities such as events and projects.
  • Prepare monthly credit card reconciliations with accurate financial documentation.
  • Translate simple documentation (e.g., letters, memos, emails, etc.) between English and French
  • Assist in preparing, reviewing, and improving document formatting (e.g., PowerPoint presentations, tables, graphics, etc.).

General Office Support for the Montreal Office (5%)

  • Monitor office inventory and supplies and ensure replenishment as necessary and as approved by the Program Director.
  • Coordinate IT equipment and support for the Montreal office.
  • Act as liaison for communication with the office landlord administrative focal point.
  • Act as focal point for the orientation of new staff on administrative procedures in the Montreal office.

WHAT YOU WILL BRING TO CROSSROADS

  • Post-secondary degree in Business Administration or related field.
  • Minimum of 2 years administrative experience.
  • Strong knowledge of administrative systems and procedures.
  • Strong problem-solving and decision-making skills.
  • Outstanding client service skills.
  • Excellent organizational skills with attention to detail and dedication to quality control
  • Proficiency with software and technology including Microsoft Office 365 (e.g. Word, Excel, PowerPoint, SharePoint, Teams, etc.).
  • Bilingualism (French and English) required.
  • Experience with international or volunteer sending programs a strong asset.

ESSENTIAL QUALITIES

  • Commitment to inclusion, equity/equality, diversity, and empowerment.
  • Passion for growth, development and learning.
  • Innovation, creativity, collaboration.
  • Organization, autonomy, and initiative with an ability to manage competing deadlines in an effective manner to meet tight deadlines.
  • Ability to work independently and effectively collaborate within a team across multiple geographic locations.
  • A desire for change, adaptability and enthusiasm for a growing, flexible work environment
  • Strong organizational, administrative, communication & interpersonal skills.

WHAT WE OFFER

  • An equitable, inclusive, collaborative work environment where you have the opportunity to make an impact daily.
  • Enthusiastic encouragement to develop both personally and professionally, taking advantage of a range of learning and development opportunities available to our staff.
  • A hybrid working model to allow you to enjoy the benefits of both office based and remote working.
  • An excellent, competitive benefits plan for you and your dependents.
  • 3 weeks of paid vacation, 3 weeks of wellness leave and 3 days of professional development leave.
  • Annual cost of living increases, pending Board approval, and salary equity reviews every three years.

ELIGIBILITY CRITERIA AND ESSENTIAL CONDITIONS

THE ORGANIZATION

Crossroads International is a leading Canadian volunteer cooperation agency which has been advancing equality for women and girls and eradicating poverty in some of the world’s poorest countries in Africa for over 60 years. Crossroads invests in local partner organizations in 9 countries who are best positioned to meet the needs of their communities. With them, we pilot innovative approaches, and empower women and girls to become leaders and live free from violence. Every year Crossroads engages hundreds of experienced volunteers and staff North and South who apply their expertise locally to address poverty and inequality. The organization’s 50+ employees are based in Canada, Senegal, Ghana and Tanzania, and Crossroads’ volunteers fulfil over 100 mandates per year.

Crossroads is committed to principles and values of access and equity. Candidates from diverse groups are encouraged to apply.

Crossroads is also committed to preventing and addressing sexual misconduct and advancing anti-racism. To that end, the organization is a signatory to Cooperation Canada’s Leaders’ Pledge on Preventing and Addressing Sexual Misconduct and the Anti-Racism Framework for Canada’s International cooperation sector.

OUR VISION

ONE WORLD where poverty is eliminated, equality prevails, and the rights of women and girls are fulfilled.



How to Apply:

If you are interested in joining a dynamic international development organization, please submit your resume and cover letter in one document (Word or PDF) before 5 pm EST on February 9, 2024, by e-mail to [email protected]. Applications must include “Administrative Assistant, Program and Volunteering – Your Name” in the subject line of the email. Applications received after the deadline will not be considered. Not sure you have everything we’re asking for, but know you can make a big impact? Tell us your story and we will be happy to consider you.

Crossroads is an equal opportunity employer. Recruitment and selection procedures reflect this commitment. Crossroads is committed to diversity in the workforce and individuals from all minority groups are encouraged to apply.

We thank all applicants in advance, however only those selected for an interview will be contacted.

Published:

January 30, 2024


Deadline:

February 9, 2024


Type:

Full-time Permanent

Location:

Montreal


Organization:

Crossroads International


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