Job Offer: Administrative Assistant for ADRA Canada

The Administrative Assistant supports the Administrative team and Accounting team by performing clerical tasks, including processing and recording transactions, preparing reports and budgets, fielding communications with clients and vendors, fact-checking, filing, and other duties, as needed.

• Reporting to: Executive Director
• Appointed by: ADCOM
• Location: ADRA Canada, 20 Robert St W, Newcastle, ON L1B 1C6
• Travel: Occasional Local Travel

Term: This is an appointed position and is subject to a probationary period of three months.  The position will remain open until further notice.

Disclosure: The nature of ongoing employment within ADRA Canada is dependent on financial contributions from its support base. It is to be recognised that the level of financial support is of a fluctuating nature.

ADRA CANADA DESCRIPTION & MISSION STATEMENT

ADRA Canada (the Adventist Development and Relief Agency Canada) is the Canadian relief and development agency of the Seventh-day Adventist Church. ADRA Canada’s mission is to work with people in poverty and distress to create just and positive change through empowering partnerships and responsible action.

ADRA Canada and all of its employees are engaged in supporting the Vision of the Seventh-day Adventist Church in Canada (SDACC) which is Proclaiming Christ, Nurturing Believers, and Serving Humanity. The ministry of ADRA Canada is an important part of the Christian mission of the Seventh-day Adventist Church and is done in harmony with its religious beliefs and practices.

WHY A CAREER WITH ADRA CANADA?

At ADRA Canada, we offer exciting and challenging careers that play an important role in positively impacting the futures of vulnerable families, and especially the lives of women and girls all over the world. Inspired by our Christian values, ADRA is active in over 130 countries globally, delivering justice, compassion, and love so that all may live as God intended.

Our unique culture fosters diversity and a workplace that strives to ensure all our employees feel respected and included. We offer a flexible workplace, generous compensation and benefits program, and a supportive and meaningful environment where we work together to achieve our goals. Come and be a part of our high-performing team where together we are working to lift people out of poverty, establish hope, empower communities, and create positive and long-lasting change!

KEYS RESPONSIBILITIES

A. Seventh-day Adventist Church Relations/Ministry (10% of each workweek)

• Participate in daily worship and prayers. All employees take turns in leading worship for all employees.
• Be prepared to counsel callers (including church members and others) on the role of the Seventh-day Adventist mission and pray with them.
• Encourage partners (including Seventh-day Adventist Conferences and congregations in Canada, other Canadian and foreign Seventh-day Adventist entities and the worldwide ADRA network) in the mission of ADRA and the Seventh-day Adventist Church. Educate them, as necessary, about the ministry role of ADRA Canada as part of the worldwide Seventh-day Adventist Church movement, consistent with the religious teachings of the Church.
• As requested, contribute to corporate publications & represent ADRA Canada and its mission at presentations/speaker appointment requests, particularly with ADRA Canada’s partners.
• Ensure that all ADRA Canada activities are carried out in accordance with the values and religious beliefs of the ADRA network and the Seventh-day Adventist Church.
• As part of the ADRA Canada ministry, act in a way that reflects the religious beliefs and practices of the Seventh-day Adventist Church, both on and off duty.

B. Operations/Technical (90% of each workweek)

Accounting Related Responsibilities (25%)

• Daily bank deposits
• Assist in organizing and lead in maintaining filing system for the finance department
• Entering AP data into Financial Edge (Accounting system) for invoices
• Sending weekly emails of payment copies to vendors
• Taking minutes for meetings as required
• Making travel arrangements
• Purchasing office supplies
• Overseeing the building & facility maintenance
• Ensuring the completion of the Corporation Annual Filings
• Handling catering orders, as needed
• Perform other duties as designated by Supervisor

General Administrative Responsibilities (65%)

• Taking minutes for meetings as required
• Preparation of necessary documentation and coordination of board meetings
• Human resources tasks including drafting and posting job opportunities, receiving resumes, contacting candidates, arranging interviews, executing contracts, overseeing service records and credentials, updating payroll changes, ensuring annual compliance documents are filed for all staff, including tracking certifications and training, Ministry of Labour documents
• Making travel arrangements
• General filing as necessary
• Filing expense reports
• Purchasing office supplies
• Ensuring the completion of the Corporation Annual Filings
• Finalizing reports for programs departments, including completion of report presentation and grammatical reviews
• Working with Finance Managers, check and file receipts from the implementing country offices
• Assist with the preparation of project-related contracts
• Coordinate events and workshops such as project kickoffs, monitoring and evaluation workshops, and training sessions
• Potential travel to project locations as part of project management and monitoring and evaluation team visits
• Handling catering orders, as needed
• Provide administrative support, such as with mailings and telephone calls
• Provide excellent customer service and donor care
• Reception coverage, as needed
• Other tasks as designated by the Executive Director

EDUCATION, EXPERIENCE AND COMPETENCY

Essential

1. Diploma/undergraduate degree in a relevant field.
2. A personal commitment to ADRA’s mission, values and beliefs.
3. A personal commitment to the religious beliefs, practices, structure, standards and programs of the Seventh-day Adventist Church in Canada.
4. Ability to engage ADRA Canada’s constituency and partners, the Seventh-day Adventist Church in Canada (including Conferences and congregations throughout Canada) and the international ADRA network.
5. A passion for social justice and international development to assist people in poverty.
6. Computer/CRM/data management skills.
7. Excellent organizational skills and attention to detail.
8. Strong written and oral communications skills in English.
9. Strong interpersonal skills and the ability to maintain professionalism in sensitive and challenging situations.
10. Strong initiative. Able to anticipate needs and be proactive. Self-disciplined to meet deadlines and strong work ethic. Self-directed to act and resolve issues. Strong sense of responsibility and ability to perform while delivering superior customer service.
11. A citizen or permanent resident of Canada or the ability to legally work in Canada, by holding a current valid work permit.

Preferred

1. Written and oral communications skills in French.

TERMS AND CONDITIONS

The terms and conditions shall be read in conjunction with the ADRA Canada Human Resources Manual (as amended from time to time), the contents of which form part of the employee’s obligations to ADRA Canada. The obligations of ADRA Canada are as set out in the ADRA Canada Human Resources Manual and the applicable employment standards legislation and regulations, whichever obligations are greater. The employer will have no other obligations except as expressly set out in a written employment contract.

Performance Review: A Performance Review will typically be conducted after the first three months in the position. All employees will be required to participate in annual Performance Reviews.

Job Description Continuous Review: This job description is intended to describe the general nature and level of work being performed by incumbents assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties and skills required. Job descriptions are reviewed on a regular basis and can be modified at any time to meet the needs of ADRA Canada.

Physical Requirements: Must be able to read, speak, and hear. Must be able to effectively communicate both orally and in writing. Some standing, walking, bending, kneeling, carrying of light items, etc. required. Standard work hours, as defined by the ADRA Canada Human Resources Manual, are required.

Working Conditions: Essential responsibilities are performed in the office where the work is primarily in a sedentary and comfortable environment, with tasks usually performed under normal office conditions with little or no noticeable discomfort. The work area is well lit and ventilated.

PERSONAL COMMITMENT

Being employed by ADRA Canada requires personal commitment to its mission and lifestyle. The holder of this position will reflect in their personal and professional life the Christian values as taught by the Seventh-day Adventist Church, as referenced in the employment contract. The employee acknowledges and agrees that this position is one of ministry within the Seventh-day Adventist Church and that membership in the Seventh-day Adventist Church is essential to the proper performance of the duties of the position. The employee must conduct him/herself, both on and off duty, in accordance with the religious beliefs and teachings of the Seventh-day Adventist Church in all respects so as not to damage ADRA Canada’s reputation or harm the employee’s ability to fulfil all the position’s obligations. The employee must inform the Executive Director if he/she no longer adheres to, or maintains belief in, the fundamental faith and religious beliefs and practices of the Seventh-day Adventist Church.