Position title: Finance and Administration Officer
VWB/VSF is presently seeking a Finance and Administration Officer to join our team. The successful candidate will be engaged in financial support, donor database management and day-to-day accounting of VWB/VSF and its Canadian and international projects. Over the next six years (April 1, 2021 to December 31, 2027), Canadian volunteers will work with partners in Ghana, Kenya, Senegal, Cambodia, Laos, and Vietnam to help create integrated animal health systems. In this fast-paced work environment, the individual will require exceptional time management and organizational skills, be self-sufficient, and able to think quickly on his/her feet. S/he must be able to consistently project an enthusiastic, positive approach that contributes to a collegial and closely knit organizational culture. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication (French and English), administrative, financial, and organizational skills.
About Veterinarians without Borders/ Vétérinaires sans Frontières (VWB/VSF) – Canada
- Improve the lives of people in vulnerable/marginalized communities, including those in crisis, by delivering effective programs using a One Health approach that address contextual challenges, especially gender equality and climate change.
- Progress from a pilot project to a Canadian Program operating successfully in several northern communities.
- Strengthen financial sustainability through revenue growth and diversification in order to enhance capacity for core functions and allocation of adequate resources for business development.
- Enhance visibility among the Canadian veterinary and animal health communities, the general public, government entities and local and international NGOs.
Project Accounting and administrative Support: (40%)
- Receive and review financial reports sent by partner organizations and make sure that those are prepared and submitted in line with Grant agreement and timelines to ensure accurate project accounting.
- Review and code project related expenses/invoices/claim for accuracy (local staff, volunteer, consultant, subcontractor, field reports) and including converting expenses into Canadian Dollars.
- Work with VWB program staff to maintain proper office/ filing system (electronic and paper-based) including data management and budget monitoring related to projects/volunteers.
- Organize documents (payment request, invoices and supporting documents) and ensure their approval by Program Director or appropriate budget officers for processing payments.
- Coordinate travel arrangements (ticket, quotations), insurance (health & evacuation insurance) for international volunteers and manage Volunteer database for accurate tracking as per organizational policies/procedures (flight dates)
- Ensure all legal documents (contracts, waivers etc.), policy/procedures, Volunteer manual and forms (update travel request, expense claim, banking info, reimbursements, in-kind hours tracking etc.) are distributed and completed as needed for each volunteer including pre-departure training.
- Track volunteer information and in-kind hours
Finance and operation support: (30%)
- Record transactions using accounting software (QuickBooks) and maintain GL and related sub-ledgers and ensure that they are correctly charged to proper budget lines using right coding methods.
- Ensure financial records, contracts and supporting documents are properly filed/documented (electronic and paper-based) coordinating authorization as per operating process of the organization.
- Monthly reconciliation of Bank, CC statement with receipts and donation revenue with donor database.
- Assist in month-end and relevant working papers and year-end closing, and preparation of year documents for audit.
- Assist VWB/VSF’s Finance and Administration Director for preparation of budget, financial statements, and reports to VWB/VSF’s donor agencies, project staff, and the board of directors.
- Maintain fixed assets schedule and inventory to ensure adequate supplies of office stationery and supplies.
- Perform other financial duties as may be required from time to time.
Fundraising and fund development support: (30%)
- Record donation and ensure integrity of donor database.
- Track sponsors, donors and record new contacts, enter donor information as required, process thank you letters, issue tax receipts, manage mail-outs to donors, arranging logistics for trade shows and other events, etc.
- Administer and manage inbound/outbound mails, including priority post, packages, courier services, emails and other correspondence.
- Answer and manage inbound telephone inquiries and respond to general inquiries and promote both the VETS and other programs.
EXPERIENCE AND SKILLS
- Degree or diploma in Commerce with a specialization in Accounting/finance or equivalent
- Two to five years related work experience in project accounting and bookkeeping requirements.
- Knowledge of non-profit accounting standards and charity legislations.
- In-depth understanding of accounting principles.
- Strong computer skills including Office 365 - Word, Excel (Advanced user using macros, V-lookups, Pivot tables etc.), PowerPoint, Outlook, SharePoint, Teams, QUICKBOOKS (preferred), as well as a willingness to learn new computer software programs as required.
- Strong organizational skills: ability to multi-task, and/or provide timely feedback on an as needed and/or urgent basis.
- Strong ability to prioritize work and meet deadlines.
- Keen attention to detail.
- High level of professionalism including strict adherence to confidentiality.
- Excellent verbal and written communication skills in English and French.
- Superior interpersonal skills.
- Resourceful team player who can also be very effective independently.
- Experience using CiviCRM will be considered an asset.
- Experience working in the international development sector an asset.
VWB/VSF is an equal opportunities employer and we welcome applicants from a variety of backgrounds. We are particularly keen to consider applications from new Canadians and/or individuals from diaspora communities from the countries where we are working (Ghana, Kenya, Senegal, Cambodia, Laos, Vietnam, and South Sudan).