Admin/Finance Officer
| Location: Ottawa, Ontario (relocation costs not supported)
Immediate Supervisor: Finance Manager/Controller Salary: Starting Salary Range between $55,000 – $70,000 (eligible to participate in Public Service Health Care Plan (PSHCP) and Public Service Pension Plan (PSPP)) Note: Must be eligible to work in Canada (visa support cannot be provided) and able to work in-person at our office location in Ottawa Deadline for applications: Apply Today. Interviews are ongoing until a suitable candidate is selected |
- Only shortlisted candidates will be contacted. No phone calls please.
- Click here to apply through our online system.
About the Role
The Parliamentary Centre is hiring an Admin/Finance Project Officer to support the Parliamentary Centre’s activities. The incumbent will be responsible for fulfilling a full-time role split into two areas of responsibilities – international project support and organizational (corporate) accounting activities.
The Admin/Finance Project Officer is a member of the Finance Team providing corporate accounting, financial analysis and information management and oversight to HQ and field operations and ensures compliance with accounting standards and donor requirements. The Finance Team is also responsible for strengthening our management and operating systems.
This role reports to the Controller / Finance Manager and works closely to support HQ program staff and field partners.
As the Financial Project Officer, you will collaborate closely with the Regional Directors and project staff at headquarters and the field office Financial Officers in project countries, including Ukraine, Armenia, Togo, Kenya, Ghana and others. As such, part of your role will be to liaise with field finance staff to prepare and review the financial monitoring forecast, support the team and field offices in ensuring the strategic/analytical monitoring of the project’s overall budget, including the financial planning and management of financial risks, project procurement processes in support to the field offices.
In collaboration with both the HQ and field offices, you will also be supporting the financial aspects of the planning and implementation of the project in line with funder agreements and other requirements.
ABOUT YOU
- Bachelor of Commerce, Bachelor of Business Administration (Accounting option), or other related degree or equivalent experience
- Strong computer skills in word processing and spreadsheet applications, including data manipulation; proficiency with MS Outlook, MS Word, and MS Excel, as well as a demonstrated ability to learn computer software programs.
- Proven experience with accounting software
- Advanced numeracy and analytical skills, including variance and costing analysis.
- Ability to build positive interpersonal and organizational relationships.
- Strong communication skills, including the ability to liaise cross-functionally and cross-culturally with all levels of staff in the organization, especially in a virtual working environment with field-based partners.
- Ability to work effectively in teams and liaise with various stakeholders.
- Strong ability to meet tight deadlines, work under pressure and be flexible
- High level of professionalism, including strict adherence to confidentiality.
- Superior interpersonal skills, with a preference for working as part of a team for a diverse group of individuals with competing priorities.
- Knowledge of budget and finance reporting guidelines followed by Global Affairs Canada (GAC) and other donors
- Minimum of 3 years of work experience in a similar capacity, preferably in a project environment or working for an NGO that implements projects outside Canada.
- Excellent verbal and written communication skills in English and French.
WHAT WILL MAKE YOU AN EXCEPTIONAL CANDIDATE
- Experience with SAGE 300
- A CPA designation (or one in progress)
- Familiarity with or experience working in Africa, MENA, Asia or Europe.
WORKING CONDITIONS AND ENVIRONMENT
This position is based in Ottawa (on-site). Relocation support is not available.
It will require flexible work hours and irregular hours during project delivery deadlines. Fast-paced and heavy pressure to meet competing priorities and deadlines.
- Starting Salary Range between $55,000 – $70,000.
- Access to the Public Service of Canada pension, medical, and benefits plans
- 3 weeks of annual leave
- In addition, paid leave is provided when the office is closed between December 24 and January 1 to allow all team members to refresh
- Holiday policy based on federal holidays
- Paid sick leave
- International travel opportunities
- Learning and development opportunities
The Parliamentary Centre offers an opportunity to join a multicultural, value-driven, highly experienced, dynamic and growing team of international development professionals. We offer a competitive salary and sector-leading benefits package.
The Parliamentary Centre encourages applications from all qualified candidates regardless of sex, age, disability, gender identity, religion, or ethnicity.
Admin/Finance Project Officer
Job Description
The incumbent will be responsible for fulfilling a full-time role split into two areas of responsibilities – international project support and organizational (corporate) accounting activities.
The Admin/Finance Project Officer is a member of the Finance Team providing project and corporate accounting, financial analysis and information management, and oversight to HQ and field operations and ensures compliance with accounting standards and donor requirements. The Finance Team is also responsible for strengthening our management and operating systems.
This role reports to the Controller / Finance Manager and works closely to support HQ program staff and field partners.
Duties and responsibilities include:
Financial analysis and reporting:
- Ensures PC’s and donors’ financial management policies and procedures are followed and effectively implemented.
- Designs, generates and analyzes donor and internal management financial reports.
- Provides program financial analysis and recommendations on spending rates, over and under-spending, and expenditure patterns.
- Supervises preparing and certifying the monthly project financial reports, in conjunction with field finance staff, before they are entered into the system/submitted in Ottawa.
- Monitors the recording of cash disbursements/receipts daily and controls payments to ensure compliance with policies for approval of expenditures.
- Ensures participants’ reimbursement of per diems, transportation, or incidental expenses is done following donor travel regulations, advances are tracked, and expenses are recorded promptly.
- Reviews the monthly field financial reports
- Prepares financial reports for donors with narratives, explaining variances to project budgets.
- Assists with the annual project budget development and process.
Budget and Field Technical Support:
- Contributes to developing project budgets, notes and narratives and ensures that the Centre’s activity-based budgets comply with donor and the Centre’s reporting requirements.
- Notifies the team of any significant budget changes that require GAC approval
- Works with partners to prepare budgets, quarterly donor financial reports, forecasts and annual work plan budgets.
- Processes timely cash disbursement to field partners.
- Supports teams to adopt a gender-responsive budgeting approach, helping ensure that gender equality interventions and capacity are adequately budgeted.
Contracts :
- Follows procurement procedures to ensure compliance with financial contract requirements are fully understood and met by the relevant stakeholders.
- Maintains an archive of contracts and amendments, both electronic and hard copy.
Gender Equality, Gender-Based Analysis + (GE/GBA+) (Training will be provided)
- Be familiar with the organization’s, the partner countries’, and GAC’s gender equality approach (FIAP/GE/GBA+) requirements and the projects’ gender equality strategies.
CORPORATE ACCOUNTING RESPONSIBILITIES:
In collaboration with the Controller/Finance Manager, the Admin/Finance Project Officer supports corporate finance functions as follows:
General Accounting
- Enters journal entries into the accounting system in a timely, accurate and efficient manner;
- Supports Finance Team members with data input and processing;
- Maintains capital asset register;
- Handles day-to-day inquiries from staff, suppliers and vendors;
- Responds in an efficient and timely way to financial information requests;
- Liaises with the Project Development Team for timely and accurate processing of donations;
- Maintains and reconciles monthly pre-paid accounts, advances, Accounts Receivable/Payable, etc.
- Maintains accurate and accessible records of financial documentation.
Accounts Receivable
- Processes Accounts Receivable cycle;
- Maintains Accounts Receivable Aging Sub-ledger;
- Maintains Accounts Receivable filing;
- Monitors & reconciles staff advances;
- Prepares bank deposits for all cash receipts on a timely basis.
Accounts Payable
- Processes Accounts Payable weekly, from inputting invoices to processing payments;
- Reconciles Corporate Credit Card accounts and processes payments;
- Maintains Accounts Payable Aging Sub-ledger;
- Maintains Accounts Payable filing.
Reporting
- Prepares and submits monthly AR and AP Aging reports;
- Prepares and submits Outstanding Staff Advances report;
- Assists Finance Team members with various reports as required.
Audits
- Assists team members in preparation of year-end corporate working papers;
- When required, assists program accountants with the preparation of program audit working papers necessary for donor audits.