Logistics, Administrative and Finance Officer / Manager

  • Contract
  • Remote

Youth Coalition for Sexual and Reproductive Rights


Call for Applications – Terms of Reference:
Logistics, Administrative and Finance Officer OR Logistics, Administrative and Finance Manager

Location: Ottawa, Ontario or Remote within Canada
Duration: 12-month position with possibility of extension.
Interested candidates should fill out this Form by 11:59 pm EST (UTC-5) on August 31st, 2022 (URL: https://forms.gle/G97ZmMdKRRGttMqU8).

About the YCSRR

The Youth Coalition for Sexual and Reproductive Rights (YCSRR) is an international organization of young people (ages 18-29 years) committed to promoting adolescent and youth sexual and reproductive health and rights at the national, regional and international levels. We are volunteers from all over the world, with a small team of staff based in Ottawa to support us in this mandate. We are students, researchers, lawyers, health care professionals, educators, development workers, and most importantly, we are all dedicated activists.

Together, we work to ensure that the sexual and reproductive rights of all young people are respected, guaranteed and promoted, and strive to secure the meaningful participation of young people in decision-making that affects the lives of young people and adolescents. We do this through advocating, generating knowledge, sharing information, building partnerships, and training young activists.

About the Role

Under the supervision of the Executive Director (ED), the Logistics, Administrative and Finance Officer (LAFO) / Logistics, Administrative and Finance Manager (LAFM) will be responsible for the organisation’s overall financial and budgeting requirements and governance and administrative oversight. The LAFO/LAFM will form an integral part to the program budgeting, financial oversight and funding requirement compliance for the SHE SOARS project. The LAFO/LAFM is also responsible for supporting the ED in the preparation of financial and annual reports and audits, and, in collaboration with the ED and the Board of Directors (BD), for ensuring the governance and financial integrity of the organization.

This is a full-time position offered for one year, with an excellent benefits package and the possibility of renewal.

All applications will be reviewed with regard to the LAFO criteria listed below with no preference given for hiring an individual at either the LAFO grade or the LAFM grade. For an applicant to be considered for the LAFM post, the individual will have substantive experience of the required criteria and shall also have demonstrable experience of the following desired criteria listed below:

Job Description – Duties & Responsibilities

  • Lead on financial management for the YCSRR and reporting to our funders, including overseeing grants and ensuring adherence to our funder/donor requirements.
  • Prepare consolidated reports and budgets for all grants and/or reporting requirements.
  • Work closely with the Program Manager to manage the budget for the SHE SOARS

Project as well as any other relevant staff to support the budget for other YCSRR projects in different regions.

  • Maintain and oversee, with the support of an external bookkeeper, the financial log of expenses, deposits and transfers into accounting software.
  • Maintain accurate and up-to-date records of all transactions and expenses for YCSRR activities.
  • Develop and oversee project budgets and present expense reports in order to provide financial management advice.
  • Coordinate and process payments.
  • Assist ED in collecting documentation and follow-up for annual audit.
  • Oversee governance obligations as required by law and/or funding agreements.
  • Support the Board of Directors in the update and annual registration of members.
  • Maintain and implement administration, governance and logistics procedures for external activities and projects.
  • With the support of the ED, oversee the organisation’s by-laws, corporate structure and reporting obligations.
  • Provide logistical support for external activities, meetings and/or travel.
  • Support archiving and filing of documentation.
  • Provide support to program staff when needed.
  • Review and support the drafting of template legal agreements and contracts.
  • Support the drafting of grant proposals and funding applications.
  • Support the review of project work plans to ensure coherence with funder agreement requirements.
  • Support the preparation of internal and external reports.
  • Perform other duties, as directed.

Eligibility and Other Criteria

  • YCSRR is an organization of young people under 30 years old. Only applicants below 30 years old are eligible for this position.
  • The YCSRR is located in Ottawa, Ontario, however, the incumbent may work remotely and be based anywhere in Canada. Applicants must be able to legally work in Canada; unfortunately, we are unable to support any applicants requiring visa sponsorship.

Youth Coalition for Sexual and Reproductive Rights recognizes the contributions and critical perspectives that individuals from minority groups and communiti(es) that face systemic exclusion bring to our team. People including, but not limited to, those from the following groups are encouraged to apply: women; mothers; single parents; immigrants; people of colour; lesbian, bisexual, gay, two spirit, transgender, gender non-conforming, queer, and questioning people; intersex people; people with disabilities; and those marginalized on the basis of class or caste.

Who we are looking for

The ideal candidate has strong administrative and financial budgeting experience with possible exposure to contract management and/or governance compliance. As well, the individual will have sexual and reproductive health and rights awareness, experience with youth-led and/or community-led initiatives and will have an interest in youth-centered issues and share values that are aligned with our Principles and Values.

All applications will be reviewed with regard to the LAFO criteria listed below with no preference given for hiring an individual at either the LAFO grade or the LAFM grade.

For an applicant to be considered for the LAFM post, the individual will have substantive experience of the required criteria and shall also have demonstrable experience of the following desired criteria listed at the bottom of this section:

The working language of the YCSRR is English.

Required

  • Efficient written and oral communication skills in English
  • Sound understanding of financial recording and budgeting
  • Demonstrable experience managing program and/or organizational finances or accounting
  • Detail oriented with strong time management and organizational skills
  • Ability to maintain meticulous records and data management.
  • Ability to prioritize, collaborate and multi-task with internal and external stakeholders in a remote and global environment
  • Experience of project deliverables, time management, budgeting and working with partners
  • Ability to work in a fast paced environment and manage deadlines with minimal supervision;
  • Proven ability to work autonomously and in a remote-based setting
  • Experience and/or knowledge of one or more of the following areas: gender; sexual and reproductive rights; comprehensive sexual education; public health; adolescents and youth; minority rights; rights-based initiatives and/or community development
  • Strong commitment to the principles of anti-oppression practices and demonstrated commitment to YCSRR principles and values
  • Demonstrated capacity to work both in a self-directed manner and collaboratively with other staff and stakeholders
  • Demonstrated ability working in multicultural work environments
  • Detail-oriented with strong time management and organizational skills
  • Willingness and ability to travel within the region (Kenya, Uganda and Zambia)

Desired

  • Knowledge of Global Affairs Canada financial and governance regulations and reporting requirements;
  • Knowledge of private donor financial and governance regulations and reporting requirements;
  • Experience with contract drafting and/or contract management, implementation and oversight;
  • Provide board and staff support for the development, implementation and evaluation of governance activities, including the interpretation and application of policies and procedures.
  • Experience with Quickbooks or other accounting software;
  • Experience working with governance bodies such as a Board of Directors
  • Involvement in a youth-led and/or social change initiative, organization, or network;
  • Experience working in local/national government, intergovernmental or international NGOs;
  • Experience working with volunteers and with remote teams;

For an applicant to be considered for the LAFM post, the individual will have substantive experience of the required criteria and shall also have demonstrable experience of the following desired criteria:

  • Knowledge of Global Affairs Canada/Canadian government financial and governance regulations and reporting requirements;
  • Knowledge of private donor financial and governance regulations and reporting requirements;
  • Experience with contract drafting and/or contract management, implementation and oversight;
  • Provide board and staff support for the development, implementation and evaluation of governance activities, including the interpretation and application of policies and procedures
  • Experience working with governance bodies such as a Board of Directors

What We Offer

  • Remuneration for LAFO position is in the following range: 52-55k CAD, paid in fortnightly (bi-weekly) installments.
  • Remuneration for the LAFM position is in the following range: 60-63k CAD, paid in fortnightly (bi-weekly) installments.
  • A generous benefits plan;
  • 15 days of paid annual leave and 10 personal days;
  • A flexible and youth-friendly work environment;
  • Capacity building and professional development opportunities;
  • A safe(er) space for youth leadership, advocacy, and activism.

Location and Conditions of Service

  • The initial duration of the LAFO/LAFM role is 12 months, with possibility of extension;
  • This is a full-time commitment (37.5 hours per week);
  • The applicant is to be based in Canada;
  • Given the international location of staff, members and partners, the individual will have to be occasionally available to attend meetings outside regular business hours.
  • The successful candidate is expected to start in September 2022.*

How To Apply

Interested candidates should fill out this form by 11:59 pm EST (UTC-5) August 31st, 2022. (URL: https://forms.gle/G97ZmMdKRRGttMqU8)

YCSRR | 6

The application form includes the following sections:

-Principles and Values
-CV Upload
-Equal Opportunity Monitoring
-Application Questions
-Final Questions

1. Please describe the occasions in which you have successfully led the financial budgeting or financial planning process for a project. (250 words)

2. How have your previous experiences prepared you for this position? You can talk about your lived experience, your work experience or any other experiences that you consider relevant. (200 words)

3. Please describe your experience or knowledge regarding financial reporting as well as compliance with funder/donor requirements. (200 words)

Feel free to prepare your answers to the written questions in a separate document and then fill in the form. If you have any questions or concerns do not hesitate to contact us by email and we will respond promptly. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, applications[@]youthcoalition.org.

No late or incomplete applications will be considered. Unfortunately, due to the volume of applications received, only shortlisted candidates will be contacted for an interview. We will not be able to provide individual feedback on applications.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: $52,000.00-$63,000.00 per year

Benefits:

  • Disability insurance
  • Extended health care
  • Flextime
  • Paid time off
  • Tuition reimbursement
  • Wellness program
  • Work from home

Schedule:

  • 8 hour shift
  • Monday to Friday

Application deadline: 2022-08-31
Expected start date: 2022-09-12

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