Office Coordinator

Humanity & Inclusion is an independent and impartial humanitarian organization that acts in contexts of poverty, exclusion, conflict and natural disasters. The organization works alongside disabled and vulnerable people to provide them with assistance and bear witness to their situation, to meet their essential and specific needs, to improve their living conditions and to promote respect for their dignity and fundamental rights. The Handicap International – Humanity & Inclusion Federation (HI Federation) relies on 8 national offices which provide it with human, financial and technical resources for the implementation of nearly 300 projects in some sixty countries around the world.

Under the supervision of the Executive Director and working closely with the fundraising teams (private and institutional) and finance, the incumbent is responsible for the day-to-day tasks associated with the administrative operations of the HI Canada office. They will be responsible for the actions and procedures associated with all online tools and platforms, ensure the accuracy and integrity of the database, and coordinate the collaboration of service providers. Working closely with a variety of stakeholders, collaborating in philanthropic initiatives, sees to front-line communications with the community, supports in the preparation of management, governance and financial files and provides general support to the HI Canada team.

MAIN RESPONSIBILITIES

1) Administrative/office coordination (other tasks may be added) (50%)

• Coordination of the administrative management of the office: management of premises (relationship with landlord, maintenance management), order office supplies and maintain inventory, follow-up and payment with suppliers, IT management (purchase of licenses, PCs, relationship with the IT department in Lyon), receipt and processing of donations (online, donation boxes, etc.), thanks and receipts to donors.
• Coordination of information management: systematic integration in a database of information relating to donors, prospects, volunteers; regular reporting and data analysis; implementation of policies and procedures necessary for the secure and effective management of information.
• Coordination of the transition of files and tools (calendars and emails, shared files and collaborative space, etc.) to cloud computing solutions.
• Coordination of the Board meetings and follow-ups as needed: prepare board meeting agenda and logistics, send invitations, make requested follow-ups, etc.

2) Support to the communications and fundraising teams (other tasks may be added) (25%)

• Provide support for the development and production of HI Canada’s digital communications and events: newsletter (4 to 5 issues per year), greetings, invitations, etc.
• Support the fundraising team with reviewing documents, presentations, filling paperwork, as needed.

3) Finance and HR (other tasks may be added) (25%)

• Organize payroll, payments associated with all vendors and other expenses
• Coordination of general onboarding for new employees and interns
• Support team members (and visitors) with organizing professional trips and make the necessary reservations (transportation, accommodation, logistic, general support to the visitors, agenda, etc.).

REQUIREMENTS

YOUR PROFILE

Dynamic and autonomous, you have a good sense of initiative, and you take charge of the files entrusted to you.

Organized and reliable, you can handle several files simultaneously and work in collaboration with several internal or external partners.

Focusing your attention on relationships with donors and members of the community, you know how to manage your stress and you are creative when it comes to finding solutions to overcome challenges.

Through your tact and diplomacy, you know how to maintain a climate of trust; you bring a positive and constructive perspective to your interactions with collaborators, donors, volunteers and members of the community.

CONDITIONS

Salary $40,000 – $45,000

Competitive benefits according to the current grid

Position based in Montreal

Full time permanent contract (35 hours per week)

Application (resume, cover letter) to be sent to [email protected] prior to September 6, 2022.

Humanity & Inclusion promotes diversity and respect for differences and guarantees a discrimination-free work environment.