Reports to: Senior Finance and Administration Analyst

Type: Temporary, 12 months

Location: Downtown Toronto, Hybrid

Expected Start Date: July 15, 2024

Summary

Oceana Canada is an independent charity committed to rebuilding Canada’s oceans by winning science-based policy victories that increase biodiversity and abundance. We have successfully campaigned to end the shark fin trade, make rebuilding depleted fish populations the law, improve the way fisheries are managed and protect marine habitat. Oceana Canada is part of the largest international advocacy group dedicated solely to ocean conservation. Globally, Oceana has won more than 200 policy victories for marine life and habitats. From stopping bottom trawling in sensitive habitat areas to protecting sea turtles from commercial fishing gear, our victories represent new hope for the world’s oceans.

Oceana Canada is hiring a Finance and Administration Coordinator to support the Senior Finance and Administration Analyst in maintaining and developing reliable finance and office operations. This includes bookkeeping, donation receipting, and select HR duties as required, such as orientation, interviews, and background checks. The position also performs all administrative support and office services including select duties for other offices. This includes coordinating and communicating office activities, reception duties, supplies and stationery, and general office equipment troubleshooting. This individual must demonstrate a strong attention to detail and the ability to balance multiple demands simultaneously.

Oceana Canada offers a supportive learning environment, within which the Finance and Administration Coordinator will gain experience and knowledge in finance, office administration, and HR.

Principal duties and responsibilities

Financial

• Perform all aspects of accounts payable using Netsuite, including invoice entries, payment preparation, and recording journal entries
• Perform all aspects of accounts receivable
• Help small donors resolve issues with payments
• Assist in complete monthly reconciliation of bank accounts
• Perform the monthly financial process including assisting with monthly adjusting entries and assisting with monthly financial reports
• Record all donations in Salesforce, and perform bank deposits on a timely basis
• Maintain and develop all financial filings (electronic & paper)
• Other financial duties and project work, as assigned

Office Administration

• Ensure distribution of incoming and outgoing mail
• Maintain office equipment and liaise with related service providers to ensure smooth functioning of office, including phone system, printers etc.
• Maintain overall office inventory, including office supplies and fixed assets purchasing
• Provide office administration support for regional offices and employees working remotely
• Perform other duties as assigned

Requirements

• Accounting degree or diploma
• 1 to 2 years of related working experience, preferably with strong knowledge of bookkeeping and financial processes in the non-profit sector
• Good data entry skills and strong mathematical skills required
• Meticulous records maintenance skills
• Knowledge of different accounting software, and MS office with intermediate level of excel, word, and outlook
• A high level of confidentiality, discretion and diplomacy
• Strong organizational ability and technology skills
• Excellent analytical and problem solving skills
• Good verbal and written communication skills with superior telephone manners
• Strong interpersonal skills, including good listening skills, positive attitude, dependability, and customer service orientation
• Ability to work in a flexible team environment with a focus on internal and external service

Oceana Canada is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, support will be provided in the recruitment process and accommodations for disabilities will be provided on request wherever appropriate. All offers of employment are conditional upon the successful completion of reference checks and a criminal background check.

While we thank all candidates for their interest, only those short-listed will be contacted.